Tasks overview

Tasks are the core unit of work in Rival Workflow. Every action that needs to happen during an employee's journey — completing a form, reviewing a document, setting up equipment access, running a background check — is managed through tasks.

Tasks are generated automatically when a journey (event) is launched for an employee. The rules that control what tasks get created, when they activate, who they're assigned to, and what happens when they're completed are all defined in task definitions.

How tasks work

Here's the basic flow:

1. An administrator creates task definitions — templates that define the rules for each task (who it's assigned to, when it activates, what forms are attached, etc.).
2. Task definitions are organized into a task workflow for each event, including any dependencies between tasks.
3. When an event is launched for an employee, the system generates tasks based on the task definitions, the employee's category assignments, and the workflow rules.
4. Assignees (managers, HR coordinators, teams, or the employee themselves) see their tasks on the Dashboard Summary and complete them.

Task definitions

A task definition is the collection of rules that govern a task. It controls:

• When a task is generated (based on event launch and category matching)
• What the task contains (instructions, attached forms, documents)
• Who can claim or be assigned the task (teams, individuals)
• Dependencies — whether the task requires another task to be completed first
• Triggers — additional processing after task completion (integrations, follow-up tasks)

Task definitions are created and managed on the Manage Task Definitions page (accessed via Events & Forms > Manage Events > Edit Tasks for an event). See Manage task definitions for details.

Task generation rules

• Tasks are generated as the result of a specific event being launched for an employee.
• A dependent task requires the parent task to be completed before the dependent task is activated. Task dependency is defined as part of the task workflow.
• A task must be active to be claimed or completed.
• Some changes to a task definition require publishing. If a change modifies the workflow, the task list must be published. Only published tasks can be activated when an event is launched.

Task assignment

Tasks can be assigned to:

• Teams — any member of the team can claim the task
• Individuals — assigned directly to a specific employee
• The benefiter — the employee the event was launched for (e.g., "fill out your I-9 form")

Assignment is determined by the Categories & Assignment tab in the task definition, which matches task category values to employee category values.

New Task Details Experience (Beta)

A redesigned task details interface is available in Beta. The new experience modernizes how assignees view and interact with tasks. See New Task Details Experience for details.

Note: This feature may not be enabled for your organization. Contact your administrator or CSM for information on enabling it.