Follow up work you delegated

Once you have given someone a task, VirgilTrack keeps you informed. You can also step in at any time: ask how it is going, move the date, give the task to someone else, or check the finished work.

Before you start

You can do the things on this page if you are a lead of the task: the person who delegated it, a manager of the department its initiative belongs to, or the CEO. See Who can do what with a task.

See how your delegated work is going

• Open Tasks and select I delegated. It lists the open tasks you gave to others, and those finished in the last two weeks. See Your tasks.
• Department managers and the CEO can also select My team to see everyone’s work, person by person.
• Every Monday at 08:15, if any work you delegated is overdue or was finished in the past week, you get an email, “Work you delegated: 2 finished last week, 1 overdue”, listing each task. See Reminders.

You are also told when someone starts your task, is blocked, asks for more time or finishes it. See What happens next.

Ask how it’s going

1. Open Tasks›, then I delegated.

2. Select Nudge beside the task.

   The task opens. The message box already holds the person’s name after an @, then “How is this going?”.

3. Change the message if you like, and select Send.

The person is mentioned, so they get a notification, and an email unless they have switched off emails for Mentions. See Messages and mentions.

Answer a request for more time

When the person asks for more time, you get an email and a notification, “… asks for more time on: …”. The task’s page shows the date they asked for and why.

• Select Agree to move the due date to the date they asked for. The task becomes Rescheduled, and the person is told about the new date.
• Select Keep the date to keep the due date. The person gets a notification, “… kept the due date”.

Change the due date

1. Open the task.
2. Select Change due date.
3. In New due date, choose the date. It starts one week after the current due date (or after today, if the due date has passed). Or select +1 day, +1 week, +2 weeks or +1 month to add that much to the current due date (or to today).
4. In Reason (optional), say why, if you like. The person sees it.
5. Select Change the due date.

The task becomes Rescheduled. The conversation shows “moved the due date from … to …”, and Its history keeps the first due date and counts how many times the date has moved.

The person gets an email and a notification, Due date changed, with the new date and your reason.

Give the task to someone else

1. Open the task.
2. Select Reassign.
3. In Give it to, choose a colleague. Everyone in your organisation is listed, except the person who has the task now.
4. In A note for them (optional), add anything they need to know.
5. Select Reassign under the box.

• The new person gets an email, “… reassigned a task to you: …”, a notification, A task was reassigned to you, and a text if their settings allow it. If you wrote a note, it is posted in the conversation as a message that mentions them.
• The person who had it before gets an email and a notification saying it is now with someone else: “It’s no longer on your list.”
• The conversation shows “reassigned it from … to …”.

Change the priority or title

• Priority: in the badges at the top of the task, choose Low priority, Medium priority, High priority or Critical priority. The change is saved at once, and the conversation shows “changed the priority from … to …”.
• Title: select the pencil button beside the title (Edit the title), change it, and select Save. Select Cancel to keep the old title.

You can’t change the priority once the task is done.

Verify finished work

When the person finishes, you get an email and a notification, “… finished: …”, with what they wrote about how it was done. Check the work, then confirm it.

1. Open the task. Read the Done on … banner: it shows how the work was done.
2. Select Verify the work.
3. In Verification note (optional), say what you checked.
4. Select Verify the work under the box.

The task shows Verified by and your name. Your note appears in the Done on … banner as “Verification: …”. The person gets a notification, “… verified your work”.

You can’t verify a task that is your own.

Reopen a task

If finished work isn’t complete, reopen it.

1. Open the task.
2. Select Reopen.
3. In Why reopen it?, write what still needs doing.
4. Select Reopen under the box.

The task goes back to In progress, and any verification is removed. The person gets an email and a notification, “Reopened: …”, with your reason.

What happens next

When you change the due date, reassign or reopen a task, VirgilTrack tells you how the person was told, for example “Petrus Amutenya will get an email and a text.” If someone won’t get a text, it says why, for example “no text (no confirmed phone number)”. When the email or text has gone, you see, for example, “The email to Petrus Amutenya was sent.” See See who was told about work you assign.

Tip

Use the conversation for anything else. Everyone who works on the task sees the whole story in one place, and you avoid long email threads.

If something goes wrong

What you see	Why	What to do
There are no Change due date or Reassign buttons.	You aren’t a lead of the task, or the task is done.	Ask the person who delegated it, or reopen the task first.
Change the due date stays grey.	No date is chosen.	Choose a New due date.
Reassign stays grey.	Nobody is chosen in Give it to.	Choose a colleague.
There’s no Verify the work button.	The task isn’t done, it has already been verified, or it is your own task.	Nothing to do.
“… will only see it in VirgilTrack: no email (no address on file).”	VirgilTrack has no email address for the person.	Tell them in person, and ask them or your CEO to add their email address.

Related

• Delegate a task
• A task’s page
• Your work record