Creating, assigning and responding to tasks

Create a clear task

1. 1

   Name the action

   Use a short task title that describes the result, then explain what needs to happen in Task details.

2. 2

   Choose the responsible person

   Assign the task to an active care-team member, or leave it unassigned if ownership has not been decided.

3. 3

   Set the useful timing

   Add a needed-by date when the timing matters. Priority, a related goal and an external link are available under the additional details.

4. 4

   Describe any files needed

   Add requested file slots when the response needs a particular document. A supporting attachment can also be added to the request.

5. 5

   Create the task

   Kinovo records the request, alerts the assigned person and creates a focused task conversation for the requester and assignee.

Respond to a task assigned to you

Open the task from your dashboard, Action Centre, notification or task list. Read the instructions and any requested-file section before responding.

For a response task, add a written response, the requested files, or both. Kinovo accepts up to eight response files with a combined limit of 8 MB. Choose the correct visibility for files before submitting.

• Submitting a response sends it to the requester for review; it does not complete the task by itself.
• If the requester asks for changes, update the response and submit it again.
• A self-assigned task or a task that needs no response can be marked done directly.

When the request needs to change

Use Manage task when the date, owner or surrounding context needs attention. The available controls depend on whether you are the assignee, requester, Team leader or another permitted team member.

• Changing the needed-by date updates the task and records the change; it is not a separate approval queue.
• An assignee can return a request they cannot complete or record an external dependency so the team knows why work cannot move.
• People with task-management permission can reassign an open task directly to another active team member. Kinovo records the ownership change and alerts the people affected.
• A response awaiting review must be reviewed before reassignment, and a completed task must be reopened before it is changed. People without task-management permission can return a request to its creator with a reason instead.

Visibility and authority

Seeing a task does not automatically give somebody permission to respond, reassign it or review it. Kinovo checks membership and task authority when each action is submitted, not only when it displays a button.

Keep tasks useful

• Create one task for one clear outcome.
• Put practical instructions in Task details instead of relying on a separate message.
• Ask for specific files only when they are genuinely needed.
• Use Waiting or an external-factor note when work cannot move, rather than leaving the team guessing.
• Do not use Kinovo tasks for emergencies or continuously monitored requests.