How to Use Task-Associated User Defined Fields

Task-Associated User Defined Fields (UDFs) in Issuetrak allow users to connect predefined Task Groups to specific list items in customizable fields. This automation streamlines workflows by automatically assigning tasks based on user selections, making it ideal for issue tracking, task management, and workflow automation in industries like HR, customer service, and IT.

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Feature Overview

Task-Associated UDFs enable you to associate  Task Groups with individual list items in List-type User Defined Fields (UDFs). This feature supports both single-select and multi-select list formats.

When a user selects a list item during issue submission—or when an agent or administrator updates the UDF while editing the issue—the associated Task Group(s) are automatically added to the issue. This automation eliminates the need to manually build task lists, ensuring accurate and consistent task assignment every time.

Key Benefits

• Automates and standardizes task assignment: Ensures consistent workflows across teams.
• Reduces manual work and errors: Eliminates repetitive task setup.
• Ideal for structured workflows: Perfect for processes like onboarding, complaint handling, incident responses, and more.
• Enhances operational consistency and scalability: Supports growing teams and complex workflows.

By leveraging Task-Associated UDFs, your organization can ensure predictable, efficient task handling across a wide range of use cases, from IT support to customer service automation.

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How to Set It Up

To begin using Task-Associated UDFs, you’ll need to do a bit of setup. The process is straightforward, but it requires that your Task Groups and their associated Tasks are created ahead of time. Once those are in place, you can link them to specific list items in your User Defined Fields. Follow the steps below to get started.

Step 1: Create Your Task Groups

Before modifying or creating any User Defined Fields, you must:

1. Define the Task Groups you want to assign automatically.
2. Add all necessary tasks to each Task Group.

Need help creating and managing Task Groups?

• Managing Task Groups.
• Best Practices for Working with Tasks and Processes.

Step 2: Configure the User Defined Field (UDF)

Once your Task Groups are ready, follow these steps:

1. Navigate to Settings.
2. Select User Defined Fields beneath the Issue Setup section.
3. Either add a new list-type UDF (Single-select or Multi-select) or edit an existing one.
4. If creating a new UDF, also add the list items that users will select from.
5. For each list item:
   1. Click the Edit icon (pencil).
   2. A new dropdown labeled Associated Task Group will appear.
   3. Select the appropriate Task Group to associate with that list item.
   4. Click the green checkmark to save your selection.
6. Repeat for any additional list items as needed.

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Example Usages of Task-Associated UDFs

Task-Associated UDFs enhance workflow automation in various scenarios. Below are practical examples to illustrate their value in issue tracking and task management.

Example 1: Employee Onboarding

During the onboarding process, it's common to ask whether a new hire needs access to specific systems, hardware, or services. Each answer typically results in follow-up tasks assigned to various departments (e.g., IT, HR, Facilities).

With Task-Associated UDFs, you can replace static task lists with dynamic, response-driven automation. Instead of requiring the submitter to manually trigger tasks and wait for each page to load, you can use list-type User Defined Fields (single- or multi-select) to capture the necessary input up front.

Each selected item in the UDF automatically adds the corresponding Task Group to the issue, streamlining the process, reducing clicks, and ensuring accuracy.

To implement:

• Determine the exact questions to ask (e.g., “Does the new hire need a laptop?”).
• Decide whether each question allows a single or multiple answers.
• Configure UDFs with associated Task Groups for each selectable response.

For a sample methodology for structuring your process effectively, refer to our article "How to Use Task Groups for Employee Onboarding and Offboarding."

Example 2: Customer Complaint Routing

If your organization uses a questionnaire to capture complaint details during issue submission, you can use the responses to:

• Automatically route the issue to the appropriate team or department.
• Assign relevant Task Groups based on complaint type or severity.

For example, selecting “Billing Issue” could trigger a set of resolution steps for the Finance team, while “Product Defect” routes to Quality Assurance with its own set of tasks.

This automation ensures timely triage and consistent handling of all complaints.

Example 3: Equipment Incident Response

When reporting an incident involving equipment, the submitter can now select the affected equipment type or incident category from a UDF.

Based on that selection, Issuetrak automatically attaches the corresponding Task Group to:

• Guide procedural steps
• Ensure compliance with safety protocols
• Notify or assign the correct stakeholders

This enables faster, standardized incident resolution with minimal manual intervention.

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Best Practices

• Pre-plan your logic: Outline your UDF items and corresponding Task Groups before configuration.
• Use required UDFs: Enforce consistent data input at submission.
• Review Task Groups regularly: Ensure tasks and dependencies remain accurate and complete.