Overview
A manual task is a step in the delinquency process that requires human action, such as checking a unit on-site, placing a physical lock, or speaking directly with a tenant.
The manual task is flexible: each company defines what needs to be done and who is responsible for completing it.
When the task is triggered, it appears on the assignee's dashboard with the instructions defined in the template. If approval is required, the completed task must be reviewed before it is considered complete.
In this article, you will learn how to create a manual task and add it to a delinquency template.
Prerequisites
Delinquency - Create Delinquency, Read Delinquency, and Edit Delinquency permissions at the Corporate level.
A Delinquency Template created at the Corporate level.
A Lockout Task created and attached to the delinquency template. This article sets the Delinquency Action Trigger to run a set number of days after the lockout task. You do not need the lockout task if you want to count from the Paid Through Date (PTD) instead.
ℹ️ Info: Some options from this article may be hidden or disabled if your account does not have the required permission. Contact your administrator to request access.
Step 1: Navigate to the Delinquency Templates Page
Manual tasks are created inside Delinquency Templates, at the Corporate level.
In the Facility Switcher at the top of the screen, select Corporate.
In the left panel, click Delinquency Templates.
Click List. The Delinquency Templates page opens.
The left navigation with Delinquency Templates and List selected
Step 2: Open a Delinquency Template
Choose a delinquency template from the list. Once you create a manual task, it belongs to that specific template.
Click the template you want to work with. The template opens and displays all of its tasks.
The Delinquency Templates page with a list of templates
Step 3: Create a New Task
Each manual action starts as a new task.
In the upper-right corner of the screen, click Create New Task. The Create New Task window opens.
A Delinquency Template with its task list and the Create New Task button
Step 4: Enter the Task Name and Description
The name and description tell your team what this task is for.
In the Task Name field, enter a name. For example, Manual Site Visit.
In the Description field, enter a task summary. For example, Sends a site visit task to the facility manager during the Lien stage.
The Task Name and Description fields at the top of the Create New Task window
Step 5: Select the Delinquency Stage
The stage ties the manual task to a point in the delinquency process.
Click Delinquency Stage and select a stage. For example, Lien.
The expanded Delinquency Stage drop-down menu with five options: Grace Period, Pre Lien, Lien, Late, and Other
ℹ️Info: Delinquency Stage reflects where a tenant currently sits in the delinquency process - from Grace Period (earliest) through Pre Lien, Lien, and Late. Selecting a stage here links the manual task to that point in the process; it doesn't change the tenant's actual stage.
Step 6: Select the Task Type and Define the User Task
The Manual task type creates a task for a person instead of an automated action. You define what the assignee sees and does.
Click Task Type and select Manual. The Define User Task section appears below.
The expanded Task Type dropdown menu with four options: Apply Fee, Notice, Lockout, and Manual
In the User Task Name field, enter the task name the assignee sees in their task list. For example, Check the unit on site.
In the Assign Task to field, search for and select a user or group responsible for completing the task. More than one assignee can be selected.
In the Description field, enter clear instructions for the assignee. For example, visit the unit, check the lock, and report its condition.
The Define User Task section with the User Task Name field, Assign Task to field and Description field
ℹ️Info: The Task Name identifies the task in the template; the User Task Name and this Description are what the assignee sees on the Dashboard when the task triggers. Write the instructions so the assignee knows exactly what to do.
Step 7: Set Up Approvals
A manual task may require a review before it is considered complete.
Under Approvals, turn the Approval Required toggle on if the completed task must be reviewed and approved.
Select a user or users who should approve the task.
The Approvals section with the Approval Required toggle turned on, a search field for users or groups, and one selected approver
Step 8: Set the Delinquency Action Trigger
The trigger controls when the task lands on the assignee's dashboard.
Under Delinquency Action Trigger, select Calendar Days or Day of the Month.
In the Number of Days field, enter the interval. For example, 0.
Click After and select the starting point - the Paid Through Date or another task from this template. For example, the Unit Lockout task.
The Delinquency Action Trigger section with Calendar Days selected, the Number of Days field, and the After dropdown set to a task from the template
With this example, the task reaches the assignee as soon as the Unit Lockout task is completed.
ℹ️Info: When you select a task in the After field, the new task is nested under it. It is triggered only after the selected task is completed. The process moves to the next task in the list once all nested tasks are completed.
ℹ️Info: Entering 0 means the manual task triggers immediately once the selected task (e.g., Unit Lockout) is completed.
Step 9: Exclude Weekends
When staff is unavailable on weekends, skip those days.
Under Exclude Weekends, select Exclude Saturday, Exclude Sunday, or both.
The Exclude Weekends section with the Exclude Saturday and Exclude Sunday checkboxes
Step 10: Save the Manual Delinquency Task
One click stores the manual task in the template.
In the lower-right corner of the window, click Save Task.
The completed Create New Task window with the Save Task button
All set! The manual delinquency task is now part of the delinquency template.