Tasks Module

The Tasks Module in Clover is a powerful system designed to streamline collaboration between organizations by transforming often chaotic email attachment-style communications into structured task assignments. Every task in Clover originates from a workflow, ensuring that tasks follow a predefined process for collecting and distributing information between trading partners.

Clover tasks are highly flexible and can be used to:

• Collect one-off requests from suppliers.
• Gather standardized company and product information.
• Manage custom company and product data.
• Facilitate BPO (Business Process Object) workflows for any structured data exchange.

Tasks can be assigned at different levels:

✅ Individual Assignment - Assigned to a specific user.

✅ Team Assignment - Assigned to an internal team within an organization.

✅ Department Assignment - Assigned across organizations to a standard department (e.g., Finance, Quality Assurance).

Task Lifecycle

Tasks follow a standard lifecycle:

1. Not Started - Task is assigned but not yet accepted.
2. Accepted - The assignee acknowledges and accepts the task.
3. In Progress - The task is actively being worked on.
4. Completed - The task is finished and submitted.
5. Approved (if required) - Task goes through an approval process if configured.
6. Closed - The task is finalized, and no further action is needed.

Scenario: Product Data Update for Compliance

A major retailer, Acme Retail, requires suppliers to update product specifications annually for regulatory compliance. This process includes submitting updated packaging details, nutrition facts, and sustainability certifications.

1. Assigned – Acme Retail assigns a compliance update task to Global Foods, a supplier.
2. Accepted – A compliance officer at Global Foods reviews the task and accepts it.
3. In Progress – The compliance team gathers product data and uploads necessary documentation.
4. Completed – Required documentation is submitted, and Acme Retail marks the task as completed.

Task Completion

• Finishing a task marks it as complete.
• If approval is required, the task remains in Submit for Approval status until reviewed.
• Completion triggers notifications to relevant parties.

Task Creation

Tasks are created during task assignment, from a predefined workflow.

Who Can Create Tasks? Users with Company-Admin permissions can create and assign tasks.

Task Assignment

Who Can Assign Tasks?

• Users with Company-User and Company Admin permissions can assign tasks.
• Tasks are assigned during task creation and can later be reassigned by the currently assigned user or department via task reassignment.

Assignment Options

• Assign to an Individual - Directly assign to a specific user when you are confident you know the correct recipient.
• Assign to a Department - Assign to a standardized function in another company (e.g., Finance, Purchasing, Quality Assurance). This is helpful when you don’t know a specific contact at the connected company but want to assign the task to "someone in Finance."

Task Notifications

• Assigned users receive task notifications in Clover and via email.
• Task counts appear in the Tasks Dashboard for the assignee.
• All tasks visible to you are available in the Tasks module.

Departments in Task Assignment

Departments 

When signing up for Clover, users select their roles, which map to departments such as:

• General Management
• Customer Service
• Distribution
• EDI Support
• Finance
• Human Resources
• IT
• Legal
• Marketing
• Operations
• Production
• Purchasing
• Quality Assurance & Compliance
• Research & Development
• Sales

How Departments Work in Task Assignment

• Assignees from an assigned department can claim the task on a first-come, first-serve basis.
• Departments ensure that tasks reach the right functional group even if the exact recipient is unknown.

4. Task Acceptance & Response 

How Assignees Accept Tasks

• Tasks can be accepted explicitly by a User in a group(in the case of a department assignment) or assigned specifically to a User by default.
• Users can accept tasks from:
  • The Tasks screen
  • Task notification emails
  • The Task Info Drawer

The Task Wizard

• Tasks are completed via a step-by-step wizard.
• Users follow a structured process:
  1. Read task instructions.
  2. Provide requested information.
  3. Upload necessary attachments.
  4. Submit responses.

Self-Assigned Tasks

What Are Self-Assigned Tasks?

• Tasks that users can assign to themselves.
• Configured at the workflow level to allow self-assignment.

Examples of Self-Assignable Tasks

• Updating company details.
• Submitting compliance documents.
• Completing internal checklists.

Task History & Audit Trail

Viewing Task History

• Task activity is logged in the Activity Tab.
• Users can see:
  • Who assigned the task.
  • Who accepted the task.
  • When updates were made.
  • When the task was completed.

Task Reassignment

• Users can reassign tasks to individuals or departments.
• Contact reassignment allows direct task transfer to another user.
• Department reassignment ensures visibility across a functional group for pickup.

Task Lists

• The Tasks List on the Connection Dashboard displays tasks specific to a selected trading partner.
• The Tasks List in the Tasks Module provides a full view of all received and sent tasks.

Screenshot showing task list for a selected connection.

Screenshot displaying all tasks available in the tasks module