Table of Contents

User Tasks

General

The 3PL User Task feature helps operations teams organize, assign, and track business follow-up actions inside daily processes.

Instead of using separate notes or external to-do lists, tasks are created and managed directly in the 3PL workflow. This ensures clear ownership, better follow-up, and improved process control.

What is 3PL User Task?

3PL User Task is an operational task management feature that allows you to:

  1. Create structured follow-up tasks
  2. Assign tasks to a user or user group
  3. Set due dates and priorities
  4. Track progress and completion
  5. Link tasks to operational records (for example documents or milestones)

Key Components

1. User Task

A single action item with:

  • Task code
  • Subject/description
  • Assignee
  • Due date
  • Priority
  • Completion %

2. User Task Code

A reusable task template that defines:

  • Task meaning (business purpose)
  • Default priority
  • Assignment behavior
  • Default description

3. Assignment Logic

Tasks can be assigned by setup to:

  • Document responsible user
  • Specific user
  • User task group

4. Pending Tasks View

Users can see open tasks and focus on what is urgent or overdue.

How It Works

  1. A business trigger occurs For example, a milestone changes, data is missing, or an exception happens.

  2. A task is created The system uses the selected User Task Code.

  3. The task is assigned Assignment follows the setup (document user, specific user, or group).

  4. The assignee works the task Progress is updated from open to complete.

  5. Process follow-up is visible Related teams can see whether required actions are completed.

Functional Setup

Step 1: Define User Task Codes

Create task codes for recurring business actions, such as:

  • Missing transport instruction
  • Missing customs data
  • Validate shipment readiness

Step 2: Configure Assignment per Task Code

Choose who should receive the task:

  • Document owner
  • Specific person
  • User group

Step 3: Set Priority and Default Description

Make tasks consistent and easy to understand by default.

Step 4: Use Task Views

Use task lists/pending task parts to monitor and process open work.

  • Daily Use (End User)
  • Open pending tasks
  • Sort by due date/priority
  • Open related business record
  • Perform action
  • Mark task complete
  • Practical Example

Scenario Example

A shipment cannot proceed because mandatory export fields are incomplete.

Flow

  1. System creates task: Complete export fields
  2. Task is assigned to customs team (user group)
  3. Due date is set to today 16:00
  4. Assignee completes required data
  5. Task is marked complete and shipment can continue

Best Practices

  • Keep task codes business-oriented and clear
  • Use group assignment only when shared ownership is needed
  • Use realistic due dates based on event/milestones (e.g. ETD & ETA)
  • Review overdue tasks regularly
  • Use completion metrics in team follow-up meetings

FAQ

  • When should we use User Task instead of comments? Use User Task when ownership, deadline, and completion tracking are required.

  • Can one task type be reused in different processes? Yes. That is exactly the purpose of User Task Code.

  • Can tasks be created automatically? Yes, they can be created from process events based on setup.

  • Can task responsibility change later? Yes, reassignment is possible based on process changes.

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