Electric IT Hub | Tasks

Introduction

Tasks are essential features in managing your IT operations. Tasks in Electric are designed to help all users organize, prioritize, and complete their task work in a single destination. Tasks provide a structured way to track tasks, deadlines, and responsibilities, ensuring that nothing is overlooked.

Purpose of Tasks

Each task includes details such as a title, description, date, requesting team member, and assigned team member. This allows users to break down large projects into smaller, manageable steps, ensuring clarity and focus. Tasks are helpful in your fast-paced environments where keeping track of multiple requests is important for employee productivity.

For businesses, task management systems can also provide valuable insights through reporting and compliance. Managers can monitor task completion rates, identify bottlenecks, and adjust workloads as needed. They can also export the lists of requested access for audits and compliance purpose, such as SOC2. This fosters a more organized and productive work environment, ultimately leading to better outcomes for both the organization and the employees.

How to View Task Details

To access detailed information about a task:

Log in to Electric
Click on the Tasks icon in the top menu (it looks like a checkmark)
Locate the task you want to view from your task list
Click on the task title to open the Task Details page
Review all relevant information in the Task Details and Employee Details sections

To mark a task as complete:

Open the Task Details page for the task you've completed
Verify that all required actions have been taken
Click the Mark as Done button
The task will be removed from your active task list and logged as complete

Viewing Tasks - Permissions

Administrators of Electric account will be able to view tasks across their organization.
Employees without the admin role will only be able to see the tasks assigned to them to action upon as a champion.
Tasks that are completed via an automation connected in Electric will be reflected as assigned to Electric, and the automated completion will be displayed on the task table.

Viewing Tasks - Assignments

Administrators of Electric account can ensure tasks are routed to the right people by adjusting the assignee settings. Go to request category settings to update your preferences.
To customize assignees for individual apps, update the App Champion on the application's settings page. Your changes will take effect immediately for all future generated tasks from that point.

What is a “Champion”?

The term "champion" designates the employee who holds administrative-level privileges and serves as the primary decision maker for a specific category of requests.
The champion acts as the authoritative figure responsible for reviewing, approving, or rejecting requests within their designated domain, ensuring that all requests and changes to applications and hardware align with organizational policies and budgets.

Please note, the champion can be an admin or an employee within Electric.

However, all champions should have the correct privilege levels within the third party application or relevant other portals to take actions on behalf of others who have requests.

Re-assign a Task

To re-assign a task to another employee, navigate to the task details page by clicking on the task title in the first column of my.electric.ai/tasks
Use the dropdown in the task details box on the right hand side to select the new desired employee
This employee will be emailed and will see this tasks in their task queue upon submission

Task Data - What is Included?

The Task Details page displays essential information about each task, organized into clear sections that help you understand what needs to be done and why.

Task Details Section

Assignee: The champion responsible for completing the task and marking it as complete in Electric
Task Created By: The person who initiated the task or workflow
Category: The type of request (e.g., Applications, Connectivity, Devices, Something Else)
Created Date: When the task was generated

Employee Details Section

Requested For: The employee who needs the service or access
Job Title: The employee's role within your organization
Group: The employee's assigned group(s), which help determine their application access
Employee Email: The work email address for the employee
Created: The timestamp showing when the request was initiated

Tips for Managing Tasks

Check task details before starting: Understanding the full context helps you complete tasks more efficiently
Use employee information: Group membership and job title provide helpful context about what access the employee should have
Communicate when needed: If you have questions about a task, reach out to the person who created it
Complete tasks promptly: Timely task completion ensures smooth onboarding and offboarding experiences for your team

Tasks Assignments

Understanding Primary and Secondary Champions

Electric uses a clear champion structure to ensure accountability while providing backup coverage when needed.

Primary Champions: The Primary Champion is the main owner of a task and receives direct email notifications when a new request is created. This champion is responsible for completing the task and ensuring the request is handled promptly.
Secondary Champions: Secondary Champions provide backup coverage and stay informed via CC'd email notifications. While they're not the primary owner, they can step in to help if the Primary Champion is unavailable or needs support.
Default Assignment: If no manual assignment exists for a request category or application, the first Admin in your organization becomes the default Primary Champion automatically.
Email Notifications: When you're assigned as a champion for a category or application, you'll receive an email confirmation letting you know about your new responsibility. Primary Champions receive direct task notifications, while Secondary Champions are CC'd to stay in the loop.
Automated Reminders: To keep tasks moving, Electric sends automated reminder emails for open and aging tasks after 72 hours of no action.

Task Assignment: How It Works

When tasks are created through onboarding, offboarding, or access requests, Electric automatically assigns them to the appropriate Primary Champion based on the request category or application settings you've configured.

Clear Ownership, Better Results

This approach provides clear accountability while still keeping backup champions informed and ready to assist when needed.

How It Works in Action

Let's say Jane Doe is the Primary Champion and John Doe is a Secondary Champion for application access requests. Their coworker, Alex, submits a request to reset their password for the company's HR portal.

Here's what happens:

A task is created and assigned to Jane (Primary Champion)
Jane receives a direct email notification about the task
John receives a CC'd email to stay informed
Jane resets Alex's password from the admin portal
Alex receives one clean password reset from Jane

In another example, Jane is out of office that week:

A task is created and assigned to Jane (Primary Champion)
Jane receives a direct email notification about the task
The task is not complete, an email reminder goes out Jane and John.
John receives a CC'd email to stay informed
John takes over the open tasks and resets Alex's password from the admin portal
Alex receives one clean password reset from John