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To-Do

In Moxo, To-Dos are an invaluable action for tracking and completing diverse tasks within a process that might not clearly fit into any other designated action category. They provide a flexible approach to managing and completing general tasks, efficiently and effectively. 

Create a To Do 

Users can create a new To-Do in a workspace or use an action template from the Templates section of the Library.

To add a new To-Do in a Flow Workspace:

  1. Click the ellipses ‘...’ icon in the Flow section of the workspace. 
  2. Select Add New Action from the drop down. 
  3. Then click To-Do. 
  4. Determine where you would like to add the new To-Do, then click +Add here accordingly. 

  5. Click New To-Do.

    You can also select an existing action template here instead, then click Continue.

     


     

  6. Enter the Title of your To-Do. 



     
  7. Add optional details to the To-Do for clarity, including a Description of the task, an Attachment of any relevant file, and a Due Date. You can:
    • Use DDR in the description by clicking on the '{.}' autofill icon to reference previous action metadata (Action title, ID, and description), and workspace metadata (name, ID, description, welcome message, workspace owner details, role-specific user details, workspace tags, and workspace variables).
    • Attach a File from your computer
    • Attach a File from the Content Library
      • To select any file uploaded or attached in a previous action, use DDR by clicking the '{.}' autofill icon when attaching a file in the To-do.
      • Use DDR to support seamless file sharing between main and shadow flows. 

         
         
    • Attach File from a workspace
    • Attach a Weblink to send the user to a platform outside of Moxo to continue the task.
  8. Set the action due date, selecting from:
    • No Due Date
    • Due in 3 days
    • Due in 5 days
    • Due in 1 week
    • Due in 2 weeks
    • Custom Due Date: Click on Custom... from the dropdown menu and specify the number of days to start the action. You can select from the action start date, before the workspace end date or select a specific date to customize. Click Save to apply.



       
  9. Users can exclude weekends when setting due dates for actions. When enabled, weekends will be skipped in the calculation of due dates, ensuring that deadlines fall only on weekdays.



     
  10. If required, in the Additional Options section, toggle Skip Sequential Order on. This action can then be completed in parallel with the previous action in the flow.
  11. Enable the Require Preparation option under Additional Options, if required, to indicate whether the action needs preparation before proceeding.
    1. Only one preparer can be assigned per action, and it must be an internal user. This feature is available for all action types, except Time Booking and third-party integration actions.
    2. Select the AI Prepare Agent (if enabled) to auto-prepare actions in the flow, or select any other role in the flow for a human reviewer. The Prepare Agent prepares To-Dos based on configuration, from dynamically updating the title and description to attaching files from prior actions. 


       
  12. If you assign the AI Prepare Agent as the action’s preparer role:
    1. Click Configure to set the preparation rules and escalation guardrails:
      1. Select Preparation Rules such as:
        1. Set or rewrite the action title
        2. Update the action description
        3. Attach relevant files

    2. Configure Escalation details for when the agent will hand preparation off to a human if manual intervention is required.
    3. Click Save to finalize the configuration.
  13. Assign one or multiple users who need to complete this To-Do. Only workspace members may be assigned to the To-Do. You can assign the action to a Client Group, Team, or an existing role.
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      • Toggle Sequential Order, if users must approve in a specific order.
        • Sequential order will start with the first user assigned and trigger each assignee in order.
        • Disabling the Sequential Order option will result in the To-Do being sent simultaneously to all assignees, allowing them each to approve it at any time.
      • When there are multiple assignees, choose from the following options to determine how the to-do should be completed:
        • One Assignee: Selecting this option means the To-Do will be completed when any assignee marks the action as complete. 
        • Majority of Assignees: Selecting this option means the To-Do will be completed when over 50% of assignees mark the action as complete.
        • All Assignees: Selecting this option means the To-Do will only be completed when all assignees mark the action as complete.

If you do not choose an Assignee, the system will automatically assign the task to you for completion.

Any one user from the assigned team or group can take ownership of completing the action. Once one user completes the action, it will be completed for everyone.

You can assign an action to a role only when creating an instant flow workspace.

 

14. Click Add to finalize creating the new To-Do. This new action will now appear in the Flow section of the workspace.



 

To add a new To-Do in a Group Workspace:

  1. Click the ‘+’ icon on the bottom of chat area.
  2. Select To Do from the pop up box. 
  3. Click New To-Do. Then follow steps 6-9 in the section above.

You can also select an existing action template here instead, then click Continue.

 

To add a new To-Do from New+:

  1. Click the + New from the top navigation bar.
  2. Select Action from the menu box. 
  3. Select the Workspace Type to add the Action to. 
    1. Existing Workspace
      1. Search for the Workspace by title.
      2. Click on the desired workspace.
      3. Click Next.
        1. If you have selected a Flow Workspace, select where to add the action in the Flow.
    2. New Workspace
      1. Select the new workspace type - either a Flow Workspace or Group Workspace if applicable to your Moxo plan.
      2. Title your Workspace.
      3. Click Next to create the new workspace and add the action.
  4. Then click New To-Do. 

 

Assignee Experience

When a user is assigned a To-Do, they will find it in the Flow section of the workspace. Additionally, users will receive notifications whenever an action is assigned to them, and these notifications will appear in the chat section of the interaction panel.

To complete the To-Do:

  1. Click on the To-Do and view the details.
  2. Type messages in the bottom bar to ask any questions or comment on the task.
  3. Click Mark as Completed when complete.
     



 


Managing To-Dos

In any workspace, Internal Users have the ability to add, edit, or delete actions.

To manage a live To-Do: 

  1. Simply click on the To-Do you are trying to manage in the Flow.
  2. Then click the ellipses ‘...’ icon. Here you will see options to Edit, Mark as Completed, Delete, or Save as Template.

 

Send an action reminder manually

Internal users can manually send reminders to assignees for open actions. 

To send an action reminder:

  1. Navigate to the pending action.
  2. Click on the ‘...’ ellipsis icon next to the assignee.
  3. Click Send Reminder to send a notification to the assignee. 
  4. If applicable, a timestamp of the last sent reminder will appear.

      
     

 

To Reopen a To-Do from the Flow:

  1. Simply click on the completed To-Do in the workspace.
  2. Then click the ellipses ‘...’ icon. Here you will see options to Reopen, Delete, or Save as Template, as shown below.
  3. Click Reopen.
  4. Review the action details. Then click Next to reopen the action and notify the assignee.