The Manage My Team app helps managers view, track, and close SmartDMS-related tasks assigned within their team. You will only be shown tasks where you are the manager.
The app contains two pages:
1. Dashboard
2. SmartDMS Task(s)
Dashboard Page
The Dashboard provides a quick summary of your team’s SmartDMS task workload.
· Count of tasks by Team Member (great for one-on-one meetings)
· Count of tasks by Document (great for team meetings after you have published a document to staff to review, acknowledge and sign as a group)
· Oldest task age (in days)
Use summary cards to understand the distribution of tasks across documents and people. Select any card to view filtered tasks based on your selection.
To view all tasks, select View All → button
Tasks Page
The Tasks page allows you to view and close any open tasks.
Mark a Read task complete for an unlicensed user & Uploading Evidence
There will be occasions where staff do not have an Office 365 account or regular access to a PC. In this scenario the manager for the staff member can mark a task complete on their behalf.
- For a Manager to close any task, evidence must be uploaded.
- For this to work, the staff member must first be assigned a manager. Speak to your SmartDMS Administrator if you think this has not yet been done.
Steps
· Tick task(s) that you want to complete.
· Click Download Signature File button to generate evidence file for the selected tasks. And it will download a PDF file name.
· Now you can fill out this signature file and gather employee signatures.
· Click Mark as Completed button to open a pop-up to upload evidence.
· Select your evidence file (either the completed Signature File as per above or your own supporting documents ( PDF, Word, image, etc.)
· Click Submit button to complete the task(s).
· The file will be automatically attached to each selected task.
· The task list in the app will be refreshed automatically to show only pending tasks.