Product News & Updates Archives - Metatask

Product News & Updates

Latest Metatask product news and updates.

31 posts

Review cycles are here!

One-click approvals has long been one of the most popular feature of Metatask. But some processes require more complex approvals, with more than one iteration.

Review cycle is multiple iterations of Provide results / Review results

Like a process of drafting a new contract. In many cases reviewer will not want to just reject prepared draft, but would prefer to provide feedback and wait while requested changes are all applied. After all changes are done — review is done again.

In similar processes review may be conducted 3, 5, or more times before a reviewer finally approves:

  • Creating a blog post copy and illustrations.
  • Drafting a new contract.
  • Making a job offer to candidate.
  • Approving a budget for a new project.

Review Cycles to the rescue

Review cycle allows you to review work and request changes if needed. In addition to Approve and Reject options you can now also use Request Changes option:

Review cycle example — Contract copy approval

When you request changes all tasks which are part of a review cycle are redone one more time. Tasks are reopened one by one and assigned back to initial assignees.

How to configure and use Review Cycles

You can use regular Approval task to create review cycle. A new option controls if approver can request changes in addition to approving and rejecting.

Enable this option to create a review cycle

When this option is enabled, a new “Request Changes” button is available to approvers in addition to familiar Approve and Reject buttons.

“Request Changes” button

When you click on Request changes, you are prompted to provide comments for task assignees involved in a review cycle.

Requesting to make some changes

A new comment is added to all affected tasks with the text you provide.

After that Metatask will re-initiate all tasks one by one and assign each task back to the original assignee.

“Prepare draft” task is reopened so that Darlene can make necessary changes to email subject

When all tasks are completed approver can review work results again and decide if more changes are needed or approval can be granted.

Which tasks are reopened as a part of review cycle?

If approval task is inside a group — all tasks in this group preceding this approval task will be reopened each time changes are requested by approver.

If approval task is located on a top level of a process, all tasks preceding it will be reopened.

Nested review cycles

It is possible to create a review cycle inside another review cycle.

When “parent” review cycle is “restarted” — all nested cycles will also be restarted as a part of it.

Copy and hero image are reviewed as a part of bigger email review

Who can use review cycles?

Review cycles extension for approval tasks is available to all users of all our paid plans.

Coming soon…

Meanwhile our team is working hard on a next release which brings more great features:

New Zapier triggers and actions

We’ve added a few more actions and triggers to make it easier to create two-way integrations. You will be able to pass data from Metatask to other system and push results back to your Metatask process.

New Triggers

  • When task is created.

New Actions

  • Complete a task (and fill in form fields).
  • Search for a process by form field value.
  • Add a new comment to a task.

Public API

We opening public API so that you can do even more with your data and processes.

Metatask 3.2.1: Improved template editor, security and reports…

We’ve just released another update to Metatask! 

New version brings a few improvements usability improvements along with a major changes to permissions for candidate assignees and team admins.

Better teamwork

In Metatask you manage tasks by making them available to groups like HR, or IT, or Sales. Any member of a group can claim the task to actually work on it.

We giving more power to members of groups and departments to work with department’s tasks:

  • Any group’s member can now see the task’s form and data in it. 
  • Any group’s member can now change due dates for these tasks.
  • Any group’s member can now reassign tasks.
  • Any group’s member can now view and add comments to tasks.

For example, if a task is for Sales department and at some point Jack claims it and starts working on it — it will not now disappear from all other members of Sales. Instead whole group would be able to collaborate on all department’s tasks.

Edit form data right on a process 

You can now quickly fix data entry mistakes. As a Process manager you can edit form data right on a process screen, without opening any task. 

Quickly fix data entry mistake. 

Improved template editor

If you ever tried to add a new form field to already configured template with many tasks, you know how much time it takes to re-configure fields visibility settings for all existing tasks…

Now you can just copy any existing filed or section which is already configured in a right way. A new field will have same visibility settings for all existing tasks, so you don’t need to configure it manually. Just change name, filed type — and you are done!

Making a copy of form field.

You can also now clone any existing task or a group and a newly created task will have all same visibility settings.

Cloning tasks and groups.

Improvements in reports

You can now quickly open a process right from a report.

Open process from a report.

Coming soon…

Meanwhile our regular major release is coming soon with a great new features:

Extended approvals

We extending existing support for approval processes and adding Reviews.

Reviews let you ask task assignees to re-do some work before you can approve it. With reviews you can easily create workflows to:

  • Request modifications to a content before approving it.
  • Ask requestor to change vacation dates.
  • Ask requestor to add more details to purchase request.
  • Ask graphical designer to make changes to illustration.

Reviews let reviewer request modifications multiple times before approval is granted.

Review cycle: request modifications before giving a final approval

Review is a great way to extend your approvals and let requestors make changes without re-submitting the whole request (and saving a lot of time and efforts).

New Zapier actions and triggers 

We’ve added a few more actions and triggers to make it easier to create two-way integrations, when you pass data from Metatask to other system and than you grab results and push them back to your Metatask process.

New Triggers

  • When task is created.

New Actions

  • Complete a task (and fill in form fields).
  • Search for a process by form field value.
  • Add a new comment to a task.

New Metatask 3.2 brings tons of useful improvements

We’ve just released the new version 3.2 of Metatask. It’s a “minor” release and it brings a lot of small features, usability improvements, and bug-fixes — all to make you even more productive, with less efforts.

Here’s a few of our favourites:

Inviting your team is now easier than ever

We know how irritating it could be to stop in a middle of editing a complex template only to invite a new user to the team. Now you can invite your team from almost anywhere — just type in email address and its done!

Inviting a coworker to Metatask

What’s even better, you do not need to wait until your coworker accepts invitation. You can use newly invited users everywhere — assign tasks, add to groups, make them administrators.

Quickly copy value of a form filed to a clipboard

Working with large form could be tedious and copy-paste is frequent operation when manipulating data from multiple documents.

Now you can copy any form field to a clipboard with just one click.

Better field type selector

Our long list of form filed types (we support 12 different field types: from text and numbers to money, emails, file uploads and drop-down lists) needed some love for a long time. We finally redesigned it to look better and be easier to use.

Selecting a type of a new Form field

Abandoned comments reminder

You’d be surprised how many times people write a long comment and just forgot to click “Send” button! Now when you try to leave page without sending a comment — a friendly reminder will offer to send already typed comment.

Better mentions in task comments

We will highlight mentioned user so it is clear its a mention. We now also show all people who already participated in discussion when you mention, so it is easy to find them.

Reworked task page

Task view is probably one of the most used part of the app. People spend enormous time working with tasks.

That is why we took time and reworked this page to be faster, smoother and more reliable experience. And we made sure it works fine even on a slow 3G connections — so you can check on your tasks on the go.

Coming soon…

Meanwhile our regular major release is coming next month with a great new feature:

Reviews

We extending existing support for approval processes and adding Reviews.

Reviews let you ask task assignees to re-do some work before you can approve it. With reviews you can easily create workflows to:

  • Request modifications to a content before approving it.
  • Ask requestor to change vacation dates.
  • Ask requestor to add more details to purchase request.
  • Ask graphical designer to make changes to illustration.

Reviews let reviewer request modifications multiple times before approval is granted.

Review cycle: request modifications before giving a final approval

Review is a great way to extend your approvals and let requestors make changes without re-submitting the whole request (and saving a lot of time and efforts).

Introducing Reports

How useful is the data when you cannot analyse it? Or even access?

At some point, for any team working with business process management solution the question arises: 

How can we access our data stored in processes and forms and analyse it? How can we build our reports based on this data?

In Metatask you can now use three built-in reports to get full access to all your tasks, processes and all the forms data stored inside processes.

Report showing all data from the Client Onboardingprocesses

How to access Reports?

You can click on the Reports top menu to access reports page, where you will see a list of all available reports.

List of available reports in Metatask

There are three different reports available:

  • Processes Report
  • Form Data Report
  • Detailed Task Report

How to use Reports?

To use any report you will need to fill in report filter parameters first.

Working with reports in Metatask

After you click on “Create report” you will see a report data preview in a table. Some reports may have a large number of columns and you may want to hide some of columns or freeze some columns to always see them while scrolling through your report.

How to show/hide and freeze report columns in Metatask

You can find a more detailed guide on using all reports features in our Help Guide.

How to export report data to Excel or CSV?

While on-screen preview is a great way to take a quick look on your data, like check all invoices for last month or review new hires in current year — for real data analysis nothing can beat old good Spreadsheets. 

You can export your data from any Metatask report in two different file formats — Microsoft Excel and Comma Separated Values, commonly known as CSV.

Click on Export button and select either Excel or CSV and after that report will be generated and downloaded to your computer.

Exporting Metatask report to Excel

For most reports data exported to any of two formats will be the same, except for the Forms Data report. This report includes data from table sections nested inside a process form and Excel report will place each table section to a separate tab inside Excel workbook.

Processes Report

Processes report allows you to review a list of your processes for a single specified template. Filter also includes a data range and a current status of report.

Processes Report in Metatask

This report let you select multiple templates and find all related processes and its a great tool when you want to get a quick stats and a current status for a group of multiple related processes.

You can find more information on Processes Report in our Help Guide.

Form Data Report

This report will show you a list of all processes for a single template with all related process data. This report is great when you need to review detailed status for processes of same type, e.g. list of all employees hired recently.  

Form DataReportin Metatask

You can find more details on Form Data Report in our Help Guide.

Detailed Task Report

This report will show you a list of all tasks from all processes of multiple types. As usually you can filter by process status and select a dates range.

Detailed Task report is great for quickly see what your team is working on or to do extensive analysis of a team performance.

Detailed Task Reportin Metatask

You can find more info about Detailed Task Report in our Help Guide.

What’s next? 

We hope reports would be a valuable addition and will help you better analyse your data and get some valuable insights into your business processes.

Meanwhile our team is hard at work on our next release. This time we are going to add some polishand refineand improvemany places we wanted to improve for a long time but were just too busy with a larger features.

Metatask Slack app is finally here!

Slack is a great communication tool used by hundreds of thousands of teams in the world to be more productive and more agilewith communications. And our team is no different, we are heavy Slack users ourselves!

We worked hard to bring Slack support to Metatask. So now, when it is finally here — how to use it? 

How to add Slack integration? 

In Metatask you use Slack integration to send some (or all) of your notifications to Slack. You can add multiple Slack channels, from different workspaces and configure what should be sent to every channel.

You can add new Slack channel on your profile settings page. Just open “Slack” tab and click on a “Add to Slack” button.

Configuring which notifications to send to a Slack channel.

Help article: How to connect your slack account.

How to use Slack instead of email?

When your team has a lot of tasks to work on, things can go messy in your email inbox. You will receive notifications about new available tasks, started processes, completed tasks… Let just say it the urge would be high to just go and disable all these notifications in Metatask settings.

Fortunately, Slack is not email client and you can just route most notifications exclusively to Slack and keep only the most important in emails.

To receive messages from Metatask privately in Slack you can sent them to the “@Slackbot” channel. This way you will be receiving messages from Slack Bot as private communication in Slack. 

How to share updates with your team?

You can post notifications to a public or a private channel, for example your department’s channel in Slack to keep everyone up to date about new and completed processes, assigned tasks, rejected and approved requests etc.

What’s next?

We plan to extend our support for Slack and would love to hear your feedback and suggestions! Meanwhile here’s a few things we already plan to implement in a following updates:

  • Support filtering notifications in any channel by a template, eg. only send notifications related to “New client on-boarding” processes to #Sales channel and only send notifications for “Vacation request” to #HR channel.
  • Support unfurling of Metatask links inside Slack. When anyone will post a link to Metatask task or a process — Slack will show a nice looking preview right in a channel.
  • Support replying to comments right from Slack.

Happy Holidays from the Metatask Team! Our Christmas update is here.

New Year is coming and from our whole team at Metatask we wish you all the joyful holiday season! Thanks for being part of Metatask in 2018, it made all the difference for us!

Meanwhile we’ve released a regular update to Metatask which let you set company logo for your team.

Branding Metatask with your company’s logo

This update lets you make Metatask a little bit more personal 🙂
Setting your company’s logo is a great way to make Metatask feel like a real “processes portal” for the whole team.

New Metatask 3.0 is here! Meet conditions, nested tasks and more…

Holidays season🎄is coming soon, and we just released a huge update to Metatask – we hope you will like it!

Among smaller features, bug-fixes, and usability improvements a few major new features I want to talk about in this post:

  • Conditional tasks – to let you easily handle optional tasks.
  • Task groups – to let you structure your processes well and also to be able to implement some complex workflow patterns, like mixing sequential and parallel tasks.
  • Conditional task groups – to let you create advanced workflows with alternative branches.

Let me tell you about these big features in more details and show how you can use them to take your processes to the next level.

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