A task is an open item of work that you complete in Varmo. Under My tasks, you will find all open tasks from all areas of Varmo: approvals, reviews, measures, reviews that are due, acknowledgements and more. This guide explains the personal list, the team queue, the “What happens next?” box and the calendar subscription. It applies to everyone in Varmo.

Before you start

  • My tasks is available in all plans and for all roles, including people who only have the Employees functional role.
  • You only see tasks you are responsible for: through a functional role or because you are an owner, a responsible person or an approver.
  • Tasks appear and disappear automatically. Once a task has been completed, it drops off the list.

Reading the list

The page has two views:

  • Assigned to me: tasks that you complete. These also include team tasks you have claimed and tasks of a team in which only you are authorised.
  • Team queue: tasks that several people could complete, for example the review of a reported risk by a reviewer role.

The tasks are grouped by due date: Overdue, Due in the next 7 days, Later and No due date. If you have tasks from several modules, use the buttons above the list to filter by module, for example only risks. The bell at the top right always shows how many tasks are open.

How to proceed

  1. Open My tasks in the menu.
  2. Click the button with the activity for the task. Varmo opens the corresponding page.
  3. Complete the task there. The task then disappears.
  1. TeamTeam queue

    Several people could complete the task.

  2. One personClaim

    The task now appears under “Assigned to me”.

  3. The same personComplete

    The task then disappears.

Return

The task goes back to the team queue; a justification is optional.

Revoke claim

Tenant Admins can undo a claim made by another person.

Reopened

If the person leaves the organisation or is no longer responsible; the list states the reason.

Claiming and completing a team task

A task that several people could complete is in the team queue. Whoever claims it has it under Assigned to me, and the others see who is taking care of it. When the person completes the task, it disappears. With Return, it goes back to the team queue; Tenant Admins can revoke a claim. If the person leaves the organisation or is no longer responsible, the task is open again.

Claiming team tasks

  1. Switch to Team queue.
  2. Click Claim. The task now appears under Assigned to me, and the others see that you are taking care of it.
  3. If you cannot complete the task after all, choose Return. A justification is optional; whoever claims the task afterwards will see it.

If a task is assigned directly to several people, the button is called Accept. Whoever accepts takes on the task for everyone. Tenant Admins can undo a claim made by another person with Revoke claim.

“What happens next?”

Every page of a workflow, such as a policy in approval or a reported risk, shows a box at the top with the status from your point of view:

  • Your task: it's your turn. The box contains the appropriate button.
  • Nothing to do for you: someone else's turn. The box names the person or role and when you will receive a task again.
  • Completed: the workflow is finished, where applicable with the next date.

Below it, Next steps shows the following steps. After every action, a message confirms what happens now, often with a link to the next activity or to My tasks.

Deadlines in your calendar

With the calendar subscription, you see your deadlines from My tasks in Outlook, Google Calendar or Apple Calendar. The subscription is included in all plans.

  1. Click your initials at the top right and choose Calendar subscription.
  2. Click Generate subscription address and copy the address. Treat it like a password.
  3. Add the address in your calendar app as a subscription from the internet.

The calendar only shows your own deadlines and is read-only; by default, it does not show the title of the object. It picks up changes with a delay; My tasks remains authoritative. Details are in the guide Calendar subscription.

Frequently asked questions

Why can I no longer see a task that I have not completed?

Another person has claimed or completed it, or you are no longer responsible, for example because a functional role was removed from you.

What does the task “Staff functional role …” mean?

A workflow needs a functional role that has no members. The workflow waits until someone fills the role. See Defining functional roles and permissions.

Can I end the calendar subscription?

Yes. Under Calendar subscription, choose End subscription. The address will no longer work after that. Also remove the calendar from your calendar app.