Electric IT Hub | Tasks

Introduction

Tasks are essential features in managing your IT operations. Tasks in the IT Hub 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:

1. Log in to the IT Hub

2. Click on the Tasks icon in the top menu (it looks like a checkmark)

3. Locate the task you want to view from your task list

4. Click on the task title to open the Task Details page

5. Review all relevant information in the Task Details and Employee Details sections

To mark a task as complete:

1. Open the Task Details page for the task you've completed

2. Verify that all required actions have been taken

3. Click the Mark as Done button

4. The task will be removed from your active task list and logged as complete

Viewing Tasks - Permissions

• Administrators of the IT Hub 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 the IT Hub will be reflected as assigned to Electric, and the automated completion will be displayed on the task table.

Viewing Tasks - Assignments

• Administrators of the IT Hub 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 the IT Hub.

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 the IT Hub

• 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 - Who is Notified?

When you have multiple champions assigned to a request category or application, the IT Hub smartly handles task distribution to keep things running smoothly. Here's how it works:

One Task, One Champion

While you can assign multiple people to oversee a request category or application, IT Hub will randomly select just one champion to handle each task when it's created. This selected champion becomes the official assignee in the interface, ensuring crystal-clear ownership and accountability.

Everyone Stays in the Loop

Don't worry—all assigned champions will still receive email notifications about the task (as a "cc"), keeping everyone informed without creating duplicate work. (Pictured below example in Gmail)

Why This Approach?

This single-assignee model prevents duplication of effort and eliminates confusion about who's responsible for completing the request.

How It Works in Action (Example)

Let's say Jane Doe and John Doe are both application champions for the HR category. Their coworker, Alex, submits a request to reset their password for the company's HR portal.

Here's what happens:

• IT Hub randomly selects Jane to handle the request

• A task is created and assigned specifically to Jane

• Jane resets Alex's password from the admin portal

• Alex receives one clean password reset from Jane

The result? No duplicate work, no confusion, and Alex gets exactly what they need—one password reset, handled efficiently by a single champion.