Task Inbox and Tasks

Task Inbox serves as a communication point for getting information from external parties and managing internal workflow tasks.

Many value streams require interaction with an internal user or an external party, such as a supplier or customer. This is often referred to as Human-in-the-loop. For example, in one step of a value stream you send a form to your supplier asking for information, and in another step you use and process the information provided by the supplier's form submission, or pass it to an internal user to review and approve.

In the first step, a workflow task is created for the supplier and assigned to a magic link. To consolidate all tasks assigned to a single recipient and aggregate email notifications related to different value streams, you can point the external party to their Task Inbox, which lists all tasks assigned to them. You achieve this by generating an access link that you share with the relevant person.

Internally, employees using the Management Dashboard can access their Task Inbox from the Dashboard, which is integrated within the dashboard and provides a seamless experience in a single centralized location.

Accessing an internal task inbox

For internal users, the Task Inbox is integrated within the Value Stream Modeller, allowing employees to access their tasks and work more efficiently. By eliminating the need to switch to external systems, users can manage all their tasks directly from one centralized location. The Task Inbox is available both from the VSM view and the Management Dashboard.

Access to Task Inbox in Value Stream Modeller

Accessing an external task inbox

The Task Inbox is also available externally for users who do not have access to the Management Dashboard, or Value Stream Modeller. External users can access their Task Inbox with generated access links.

To generate an access link, see Admin - Access Links.

The Task Inbox is available outside the Management Dashboard so you can share the link with an external user. Each user gets a unique access link that allows them to view their inbox without authenticating or logging in to the Management Dashboard first.

External Task Inbox listing tasks assigned to a user via an access link

For each access link, you can assign an expiry date upon creation. For security reasons, you might want to withdraw access earlier, for instance if a user leaves the company. To revoke access, see Revoking access in the Admin documentation.