The Task Definition Screen is where you create the structure for a Worktrack Task, including task steps, email notifications, and web portal access rights.

The Task Wizard can be used to simplify the process of creating a new Worktrack Task. This is accessed by clicking on the Start Wizard icon from the Home menu ribbon while Worktrack Tasks is highlighted on the Plan Sponsor tree or by saying Yes when asked if you wish to use the Task Definition Wizard while you are adding a new Worktrack Task.

Once opened, the Task Wizard allows you to select from the following list of pre-set Task Types - Distribution Request, Benefit Estimate, Data Submission, Actuarial Valuation, Accounting Expense, Accounting Disclosure, Government Filing and Benefit Statements. Once a task type is selected, a list of pre-set steps appears. Choose which steps to include in this task by highlighting them before clicking the check button. (To highlight multiple steps, click on multiple steps while holding down the Ctrl key.) The result is a pre-filled starting point for designing your own Worktrack Task.

• Basic Information: area for entering general items for the task.
  
  
  • Short & Long Description: the short description is used for the quick link on the web portal. Enter a brief description like Benefit Request. The long description should describe the task in more detail.
  • Plan Number: use to identify the plan for which this task is available. Select Any if it is available to all plans.
  • Task Type: select the type of task from the choices listed - Distribution Request, Benefit Estimate, Data Submission, Actuarial Valuation, Accounting Expense, Accounting Disclosure, Government Filing, Benefit Statements, Survivor Benefit, or Level Income Change.
  • Automatic Task Scheduling: use this section to specify the rules for scheduling an automatically generated task. Specify the Frequency and Period Start for a recurring schedule.
  • Request Limits: if the Allow duplicate requests box is checked, a portal user will be able to initiate more than one request with the same calculation and payment start date (the default is to prohibit duplicate requests). Check the Delete prior tasks on creation to clear out past tasks after the duplicate has been created.
    
    Use the Limit requests per-plan to section to set a limit to the number of requests a participant may make over a period of time.
  • Estimated Completion Date: here you can input the estimated time that the task will take to complete, in months and days.
  • Updates to estimated completion for remaining steps timing: select from the dropdown whether you wish for the displayed task completion timing on the portal to be adjusted based on when the individual steps are completed.
    
    For example, if each step of a two-step task is given an estimated completion timing of two days on the Task Definition Step screen, but step one is completed in only one day, the estimated timing would be updated to a total of three days rather than four. The user must specify whether timing should not be adjusted, should always be adjusted, or should be adjusted only if earlier/later than the original total timing of the steps.
    
    If the May not precede original estimate box is checked, the timing adjustments will never go before the Estimated Completion Date on this screen.
• Email Notifications: use these boxes to define when you wish to send email notifications for this task, as well as the content of the emails themselves. You can choose to send emails at the start of a task or at the end by checking the boxes labeled Send at task start or Send at task end, respectively. For more information on configuring custom emails, click here.
  
  Use the blue Configure button to access an additional screen where you can enter the email text, including Subject Line and Email Body.
  
  The Sponsor Contact screen controls who will receive these emails. See the section Receive email notification of task updates.
  
  There are also three checkboxes in this section used to change settings for confirmation emails to the task requestor.
• Internet Portal Rights Access: assign internet portal access rights for participants, sponsor contacts, and plan administrators here. From the Participant, Sponsor and Administrator drop down boxes, select one of the following: None - to provide no access, Create - to grant the ability to create new tasks, or View - to allow the user to simply view task status.
  
  Click Configure in this section to open the Task Definition Request Portal Configuration screen.
• Custom Detail Choices: use the "+" button to add a custom detail, then double click on the item to specify a name for that item.
  
  Details can be used to categorize Worktrack Tasks within that Worktrack Task Definition. For example, if a Worktrack task was being used for a benefit calculation process, a user might create details such as Retirement, Death, and Disability to separate tasks by different types of benefits.
  
  If a task has details that are specified, these may then be selected on the Basic tab of the Worktrack Details screen for each task.
• Task Steps: lists the steps involved in this task. Add steps via the "+" button and then double click on each to provide additional detail via the Worktrack Task Definition Step screen. To delete an unwanted step, highlight the step and click on the "-" button.
• Store Billing Information: check this box if you wish to record billing information for this task.