User
A User is your TaskTrain sign-in identity: your name, your username (primary e-mail address), and your password. A User belongs to Organizations only through Accounts. See Users Overview.
Account / Organization Member
A User may have one or more Accounts. Each Account makes the User an Organization Member of one Organization, with a specific Workspace Access. Each Account has its own display name and e-mail address.
Organization
An Organization is a workspace made up of Accounts, Positions, Portfolios, Procedures, Resources, the Organization Catalog, and Assignments, under a common Billing Plan that sets which features are available. See Organizations Overview.
Workspace Access
Workspace Access sets what an Organization Member may do in the Organization. The four Workspace Access levels are Guest, Associate, Lead, and Administrator. Each level includes everything the level before it allows. See Workspace Access.
Organization Guest
An Organization Guest may be the Assignee of an Assignment or Task and may be given Guest Portfolio Access. A Guest cannot see the Organization's People, Positions, Catalog, or Billing, and cannot hold a Position. Guests are available on paid subscriptions only.
Organization Associate
An Organization Associate may use Portfolios and their Procedures, Resources, and Assignments according to their Portfolio Access, and may see the Organization's People, Positions, and Catalog.
Organization Lead
An Organization Lead may do everything an Associate may, plus create new Portfolios and edit the Organization Catalog.
Organization Administrator
An Organization Administrator may do everything a Lead may, plus add or remove Organization Members, update their Workspace Access and Portfolio Access, manage Positions, and manage billing.
Position
A Position makes up your Organization's accountability chart, such as Office Manager, held by at most one member. Procedures and Steps can name a Position as their Default Assignee or Approver, so when a different member fills the Position, the work follows it. A Position does not give any access. See Positions Overview.
Organization Catalog
The Organization Catalog holds the Fields, Materials, and Tools shared across all of an Organization's Portfolios. Any member except a Guest can see it; Leads and Administrators can edit it. See Organization Catalog.
Exchange
The Exchange offers curated example Procedures from TaskTrain. Copy one into a Portfolio and customize it to meet your needs. See Exchange Overview.
Library
Your Library is all of the Portfolios you can access in an Organization, listed in the Portfolios panel of the Navigation pane.
Portfolio
A Portfolio organizes Procedures and controls the access Organization Members have to the Procedures, and related Assignments, it holds. The Fields, Materials, Tools, and Resources defined in a Portfolio are shared by its Procedures. See Portfolios Overview.
Portfolio Access
Portfolio Access sets what a member may do with a Portfolio, the Procedures it holds, and their Assignments. The four Portfolio Access levels are Guest, Associate, Lead, and Administrator. See Portfolio Access.
Portfolio Guest
A Portfolio Guest may view Procedures and create or request Assignments from them.
Portfolio Associate
A Portfolio Associate may view all Assignments of the Portfolio's Procedures, plus everything a Guest may do.
Portfolio Lead
A Portfolio Lead may edit Procedures and update Assignments, plus everything an Associate may do.
Portfolio Administrator
A Portfolio Administrator may add or remove Portfolio Members and update their Portfolio Access, plus everything a Lead may do.
Procedure
A Procedure is a set of step-by-step work instructions documenting one of your Standard Operating Procedures. It is written once as a multi-level outline of Procedure Steps and worked many times as Assignments. See Procedures Overview.
Procedure Step
A Procedure Step is a discrete, individually trackable work instruction within a Procedure. A Step also carries the defaults each of its Tasks inherits, such as its Default Assignee, Approver, Fields, Materials, Tools, and criteria.
Guide
The Guide tab of a Procedure, Step, Assignment, or Task shows its Detail and Resources. On a Task, the Guide also lists its Supplies, Deliverables, and Tools, and what must happen before starting or completing it.
Resource
A Resource is explanatory reference attached to one or more Procedures or Steps in the same Portfolio: Embedded (formatted text entered in TaskTrain), Attached (an uploaded file), Linked (a website address), or a Google Drive document. A Resource explains the work, where a Material is consumed or produced by the work and a Tool performs it. Resources are shown on the Guide of the Assignments and Tasks created from those Procedures and Steps. See Resources Overview.
Field
A Field is a typed piece of information a Procedure or Step takes in (an Input) or produces (an Output), such as a Start Date or an Employee ID. Field values are captured on each Assignment. See Define Procedure Fields.
Material, Supply, and Deliverable
A Material is a physical or non-data thing the work consumes, produces, or changes, such as a laptop, a signed contract, or a welcome packet. A Material that comes in from outside a Procedure or Step is a Supply; one that leaves it is a Deliverable. See Add Materials & Tools.
Tool
A Tool is equipment, software, or a system the work is performed with, and that is still there afterward, such as an HRIS or a label printer.
Entry and Exit Criteria
An Entry Criterion is a condition a Step should meet before work on it begins, such as another Step being Completed. An Exit Criterion is a check the work must pass before a Procedure or Step is done. See Add Entry & Exit Criteria.
Role
A Role is a named responsibility on a Procedure, such as Hiring Manager, that is staffed with a member each time an Assignment is created. Steps that name the Role are assigned to that member. A Role is different from Workspace Access and Portfolio Access, which give permissions. See Define Procedure Roles.
Default Assignee
A Default Assignee is the Role or Position that performs a Procedure or Step unless another member is chosen when the Assignment is created. See Update Procedure or Step Default Assignee.
Approval Step, Approval Task, and Approver
An Approval Step is a Procedure Step that requires approval. Its Task, an Approval Task, waits at Pending Approval after its Assignee submits it, until its Approver approves, returns, or rejects the work. The Approver is a Role or a Position. See Require Approval on a Step.
Related Procedure
A Related Procedure is a documented link from one Procedure to another: one Precedes the other, is an Alternative to it, or is worth reading with it (See also). See Relate Procedures.
Trigger
A Trigger is a condition under which an Assignment of a Procedure is started. A Scheduled Trigger starts Assignments on a recurring schedule. A Hand-off Trigger starts one when an Assignment of a preceding Procedure completes. A Manual Trigger describes a situation in which a member should start one. See Triggers Overview.
Hand-off
A Hand-off is the start of an Assignment from a completed Assignment of a Procedure that precedes it, carrying captured Field values across. See Hand Off to the Following Procedure.
Published Procedure
A Published Procedure is a Procedure that has been marked Published, so Assignments can be created from it and its Triggers are active. The Published Procedures view in the Navigation pane lists every Published Procedure you can access.
Assignment
An Assignment is one tracked execution of a Procedure, used as a checklist to guide and track the work. Each Assignment has its own Assignee, Requestor, Start Date, Due Date, Priority, Completion Status, and captured Field values. See Assignments Overview.
Assignment Task
An Assignment Task is the work of one Procedure Step within an Assignment. Each Task may have its own Assignee, Start Date, Due Date, and Completion Status. An Approval Task also has an Approver.
Assignee
The Assignee is the member responsible for performing an Assignment or Task.
Requestor
The Requestor is the member an Assignment is performed for. The member who creates an Assignment becomes its Requestor. An Assignment started by a Trigger may have no Requestor.
Completion Status
A Completion Status shows where an Assignment or Task is: Not Started, In Progress, On Hold, Skipped, or Completed. Approval Tasks also use Pending Approval, Approved, and Rejected. Changing the status of a Task updates its parent Task and its Assignment, and vice versa.
Completion Category
The Completion Statuses are grouped into two Completion Categories, which you can filter in the Assignments list:
- Open: Not Started, In Progress, On Hold, and Pending Approval.
- Closed: Skipped, Completed, Approved, and Rejected.
Comment
A Comment is a note made on an Assignment or Task. Comments let members communicate, coordinate, and document work at the Task level.
Comment Thread
A Comment Thread is a series of related Comments on an Assignment or Task, like an e-mail conversation.
Attachment
An Attachment is a file uploaded with a Comment. Attachments are available on paid subscriptions only.
Inbox — Assignments
The Assignments Inbox lists the Assignments in an Organization for which you are the Requestor, or the Assignee of the Assignment or one of its Tasks. Switch between Mine and All to see the Organization's other Assignments you can access.
Inbox — Comments
The Comments Inbox lists the Comment Threads in an Organization that you are part of, as the Assignee of the Assignment or Task, or as a Follower.
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