Engage Digital | Managing tasks in Tasks view

As we discussed in Intro to Tasks view, the Tasks view allows you to check what to prioritize since your messages are grouped together according to their workflow status. Tasks are routed to agents based on how they are configured in the admin interface and according to agent competencies and level of urgency.
 
When a new task is received, it will first route to the Ongoing folder, and at that point the agent will get an alert that there’s a new task. When the agent accepts the task by clicking on the chat, the message thread will pop up in the middle panel. 
 
Keep in mind that accepting incoming tasks in a timely manner is important. Your administrator may set a time limit for accepting tasks via the admin interface and any missed task will affect agent productivity. If set by your administrator, the notification for an awaiting task will no longer be visible once an awaiting task times out.
 
If there are inactive messages in the Ongoing folder, you will be alerted with a pop-up that the task has been inactive. You can declutter the Ongoing folder by choosing to defer that task at a later time, transfer it to another agent more capable of solving the task, or completing the task. 
 
You can also use your message action items to perform tasks. It’s important to be familiar with these action items so you can respond to customers and categorize their messages efficiently. Let’s discuss the message action items available for you in Tasks view.

Message action items in Tasks view

Message action items can be used to respond to customer messages, transfer tasks, edit replies, and more. While some elements of the Inbox and Tasks view may differ, some message action items you’ll see in Inbox view may also be available in Tasks view.
 
To access the action items for a message in Tasks view, simply hover your mouse over the message and the action items will appear to the left of the message.
Message action items in Tasks view
Let’s review some of the message action items you can access in Tasks view. The following options may or may not be available to you, depending on how your admin configures your permissions.
  • Resume: Indicated by a rightward arrow inside a square icon, this allows you to reply to a message. This will allow you to respond back to interventions that are completed and transfers the task from the History folder to the Ongoing folder 
  • Categorize thread: Indicated by a tag icon, this categorizes messages to a different folder
  • Defer: Indicated by a clock icon, this delays a response to the message for a specified time period 
  • Transfer: Indicated by a rightward icon, this transfers the task to another team or agent 
  • Complete: Indicated by a checkmark icon, this marks the task as complete
  • View audit log: Indicated by a notepad icon, this opens the Audit log window, which displays all messages and activity for all interventions
  • Change language: Allows you to switch to a different language setting. Once clicked, the Message language edition window will open up where you can select your preferred language
  • Ignore: Indicated by an archive icon, this ignores all future messages in the same message thread
  • Mute: Indicated by a speaker and x mark icon, this mutes all future messages in the same message thread
  • Lock thread: Indicated by a lock icon, this will close and lock the message thread. You can’t reply to a locked thread
  • Unlock thread: Indicated by a lock icon, this unlocks the message thread
  • Extra actions: Indicated by a three-dot menu icon, this allows you to see other action items that you can do for a message. Some of the action items enumerated above can be accessed here, depending on how it’s configured by your admin

Accepting a task

Now let’s discuss how to accept an awaiting task in Tasks view. Before you can reply to a customer message, you need to assign that message to yourself. Once you are alerted about an awaiting task in the left pane under the Ongoing folder, you can simply click on the message to accept the task. The task status will change to Ongoing intervention once accepted.
 
Each task has a status indicating whether it has been processed or not. Once you accept the task, the message status changes from New to Assigned. In this way, it prevents other agents from intervening with the same message. You can check the status of a message by hovering over the message near the agent initials.
Accepting a task
Follow these steps to accept a task and respond to a message:
1. Navigate to Tasks view via the left-hand navigation bar
2. In the Ongoing folder, click on the awaiting task to accept and open the message thread in the right panel
3. Enter your response in the message window at the bottom 
4. Click Send

Reply assistant in Tasks view

The reply assistant allows an agent to reply quickly to a customer with knowledge base replies and similar question replies. Knowledge base replies will contain a list of knowledge base entries configured by your administrator and organized into reply assistant groups. Similar question replies will display a list of previous replies on related subjects. 
 
The reply assistant can be helpful when answering repeated inquiries from customers requiring similar responses. Note that the reply assistant is created and configured by your administrator.
 
Follow these steps to use the reply assistant in Tasks view:
1. Navigate to Tasks view via the left-hand navigation bar
2. Click on selected message to open the message thread in the middle panel
3. Below the message field at the bottom of the screen, click on the Reply assistant feather pen icon 
4. Insert a keyword in the message field or select a reply from the list
5. Click Send
Another way to use the reply assistant is similar to what you can do in Inbox view. You can simply insert a keyword in the reply text box and the preformatted message autofills for the corresponding reply.

Deferring a task

An agent can delay a response to a message for a specified time period. Once the agent defers the message, it will move to the Deferred folder. Please note that deferred messages will move back to the Ongoing folder at the specified time period the agent selects. 
 
This is helpful when you need to get back to a customer at a certain time. Deferring a task can be helpful to organize your messages by decluttering the Ongoing folder. Depending on how it’s configured for you, all inactive tasks in the Ongoing folder will trigger a pop-up telling you that this task has been inactive for the specified time period your admin sets. You have the option then to transfer that task, defer, or complete it, so it doesn’t stay inside your Ongoing folder.
 
To defer a task, follow these steps:
1. Navigate to Tasks view via the left-hand navigation bar
2. Hover your mouse over the message and click the Defer clock icon
3. Select a time or date from the dropdown menu
If in any case you need to reply to a deferred task before the specified time period you selected, you can manually transfer that task back to the Ongoing folder. To resume a deferred task, simply navigate to the Deferred folder, hover over the message and click the Resume rightward arrow inside a square icon.

Transferring a task

An agent can transfer a task to another team or agent more capable of solving the task. As soon as an awaiting task is accepted, you have the option to immediately transfer the task, so it gets routed to the right agent in a timely manner. 
 
To transfer a task, follow these steps:
1. Navigate to Tasks view via the left-hand navigation bar
2. Under the Ongoing folder, select a message
3. Hover over the message and click the Transfer rightward arrow icon
4. Configure the settings as desired (see below for more info)
5. Click Transfer
The settings you encounter when transferring a task are defined below:
  • Agents: Transfer directly to another agent
  • Teams: Transfer to another team or the next available agent
  • Categories: Transfer to any agent with the matching categories associated in his or her profile
  • Language: Transfer to any agent with the necessary language in their profile
  • Comment: Leave any agent notes 
  • Bypass queue and force assignment to agent: Put a task on high priority before transferring to another agent. This is only accessible if you have supervisor access or permission to monitor tasks

Completing a task

Completed tasks are cases which have been solved by agents. All completed tasks are nested under the History folder. Please note that if a task has unread messages, it will be automatically ignored once you complete the task. You must ensure that the task is resolved before marking it complete.
 
To complete a case with post-qualification, take these steps:
1. Navigate to Tasks view via the left-hand navigation bar
2. Hover your mouse over a message and click the Complete checkmark icon 
3. In the Post-qualification window, select a category from the Category dropdown field
4. Enter agent notes in the notes field (optional)
5. Click Save
If no post-qualification is needed, once you click Complete, the message will close and a pop-up message with a prompt that says ‘Task complete’ will appear. 
 
If in any case you need to get back to a message you already marked complete, you have an option to resume that task. To do so, navigate to the History folder, hover your mouse over a task, and then click on the Resume rightward arrow inside a square icon. 
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