In this article, we will assist you, who are responsible for evaluating ideas, in identifying and completing your pending tasks on the platform efficiently.
Often, notifications and tasks can accumulate and hinder proper management of pending activities. In this guide, we present practical strategies to identify important notifications and take necessary actions to complete pending tasks in an organized manner. We explore features and functionalities of the platform that can facilitate the visualization and monitoring of pending tasks, as well as provide tips for prioritization and activity planning.
With the information and guidance presented in this article, you will be able to manage your pending tasks on the platform more effectively, increasing your productivity and ensuring that no important task is left unattended.
- Evaluate ideas in the approval workflow
- Complete the implementation of an idea
- Respond to the request for technical opinion
- Perform the financial monitoring of the idea
Below, you will see how to complete each of the pending tasks you may have on the platform: Idea Evaluation, Idea Implementation, Technical Opinion, and Financial tracking of an idea. It is worth noting that if you use your corporate email to receive notifications, the system will send you an email reminding you of all ideas pending evaluation. Additionally, every time a new idea arrives to be evaluated, you will also be notified by email about it.
Important: It is possible to change the frequency of receipts. To learn more, access: Is it possible to change the email frequency of the pendency summary sent by the platform?
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When accessing this menu, all ideas pending any action from your user will be flagged under the My Pending Items option. By using the available filters, you can view only those in the approval workflow stages. Thus, simply click on this option to start your evaluation process.
In the Actions column on the page, you can:
- Open the idea modal, where it is possible to view the submitted idea’s data (form fields, authors, comments, etc);
- Access the idea page to view all information about the idea;
- Evaluate, approve, or reject the idea.
By clicking the icon , you will be redirected to the evaluation screen of the stage for which you are responsible and you must perform your analysis regarding the approval or rejection of the idea. On this screen, you can also access other tabs with important information about the idea, such as:
- IDENTIFICATION tab: shows the content of the idea filled out by the authors in the submission form;
- CLASSIFICATION tab: displays specific criteria that must be rated in relation to the idea, if enabled;
- Other DEPARTMENT TABS: It is possible to view evaluations made by other managers in another stage;
- TRACK RECORDS tab: it is possible to view the entire movement record of the idea so far.
The resources available within the DEPARTMENT TABS may vary according to the configuration made by the administrator of each campaign, but generally show:
- The criteria that must be evaluated at the stage;
- An observation field for you to provide your analysis regarding the idea evaluation;
- The list of requested opinions on the idea, as well as their status and other information such as request date and response deadline;
- The average evaluation of opinions and criteria assessed by other evaluators at the same stage;
- The other action buttons to start the idea evaluation process.
The button options also vary with the approval workflow configurations in effect in the campaign, but generally you can:
- Request an adjustment from the author or a evaluation from another manager (see the tutorial "How to Request an Adjustment to Submitted Ideas?");
- Approve the idea (possibly even sending it directly to implementation);
- Reject the idea;
- Simply send to the next evaluation stage, or;
- Save the evaluation data to continue later.
By clicking the Reject button, you finalize the idea by indicating your justification and reason for the rejection. At that moment, the authors receive a notification informing them that their idea was rejected, so it is very important that you justify the rejection clearly and completely.
To approve an Idea, there will be variations depending on the campaign configuration. Below are the two types of approval and their possibilities.
1) Direct Approval - Intermediate Stage
If you are the evaluator of an intermediate stage in the approval workflow and wish to approve an idea, send it directly to the APPROVED status, by clicking the "Approve" button you must provide not only your analysis (field STAGE ANALYSIS), but also a justification for approving the idea in the middle of the process, without passing through the other stages of your funnel (field JUSTIFICATION FOR DIRECT APPROVAL).
Moreover, this is the moment when you decide whether to send the idea to implementation. If so, you must indicate the person responsible for implementing it. By activating the flag “SEND TO IMPLEMENTATION,” other options may appear according to what has been contracted by your company, such as:
- Manage via Initiatives;
- Plan/Control Financial Return, if the idea has this financial potential.
By unchecking the "Send to Implementation" flag, the idea will remain in the "Approved" status without generating any pending tasks for anyone. This would be equivalent to leaving the idea on stand-by.
2) Approval in the last stage of the workflow
If you are responsible for the last stage of the approval workflow, the concept of direct approval no longer exists. Therefore, it will be your responsibility to approve or reject the idea by filling in the fields as previously shown, except for the field "JUSTIFICATION FOR DIRECT APPROVAL".
Completing the implementation of an idea
Once the idea has been sent to the Implementation phase, you can manage it through the 3-line Menu 👉 My Pending Items.
After selecting this option, you will be redirected to a page listing the ideas under your responsibility. Then, you can use the filters to select the idea you want to implement and click the icon 💡
Once done, you will be redirected to the idea editing page, where in the Implementation tab, you must fill in the fields shown in the image below to continue the process.
It is worth noting that, among the fields shown in the image, only four are mandatory to fill out. They are:
Planned Start Date
Planned End Date
Actual Start Date
Actual End Date
After entering the basic information, just click the Complete Implementation button. At that moment, the idea will have the implementation finalized and its status changed to Implementation Validation or Implemented, depending on how the idea’s approval workflow was configured.
Note: The “Implementation Tasks” fields do not generate pending tasks or notifications for users and serve only as an item for internal organization and tracking by the person responsible for implementation. |
How to respond to a request for an opinion?
If a manager requests an opinion from you, a new activity will be created in the 3-line Menu 👉 My Pending Items, located at the top right corner of the screen.
This page displays all pending tasks under your responsibility, and by using the available filters, it is possible to filter ideas that have the pending task of Technical Opinion:
From the Actions column, we have access to the following commands:
Open the idea modal, where it is possible to view the submitted idea’s data (form fields, authors, comments, etc);
Access the idea page to observe all information about the idea, including the approval history;
Access the opinion issuance page, where you can view details of the request made to you, and thus issue your opinion on the idea.
After following the 3rd option, you will have access to the following page:
In the "Request Data" block, you can view the details of the request made to you, including:
the stage in which the opinion was requested;
the requester;
the date it was requested;
the deadline you have to respond;
the person responsible for responding to the opinion (user, groups, topic, or department);
whether the workflow is blocked or not;
and the option to view other opinions on your behalf regarding this idea.
In the "Idea Data" block, you can view the basic data of the idea for which the opinion was requested, and you can see the details of the idea by clicking the option "view other idea data":
Finally, in the “Issuing the Opinion” section, you will fill in the requested information:
the written response regarding your opinion;
an indication of whether the opinion is favorable or unfavorable to what was requested;
a numerical or star rating (if applicable);
the optional classification of the evaluation criteria for the stage (if applicable);
the inclusion of attachments that support the decision in your opinion;
Finally, just click on “Issue opinion” to finalize this pending item. When you do this, the fields you previously filled in will be locked for editing.
This opinion, now issued, can be viewed by you and anyone else who requests it, by selecting “view other opinions on my behalf regarding this idea” in the Request Details section:
How to perform financial monitoring?
If you have any ideas for financial monitoring, a new activity will be created in the 3-line menu 👉 My To-Do List, located in the upper right corner of the screen.
This page displays all ideas that depend on some action by your user on the platform. Using the available filters, we can filter by ideas that are pending Follow Up on Earnings:
After clicking on the icon, you will be redirected to the idea's earnings tracking page.
On this page, there are a few actions that can be taken:
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In the “Tracking Configuration” section, you can set the ‘Frequency’ and “Number of periods.” For example, if you choose Quarterly as the frequency and 4 as the number of periods, your tracking will be done for 4 quarters.
In the “Events” section, just below, you will find columns to be filled in according to your frequency setting for tracking earnings.
In the “Forecast” column, enter the cost and financial return values you expect to obtain from implementing the idea. Once the forecast is complete, you will see that the data in the “Forecast” column is mirrored, because it refers to the most current data in your monitoring, which at this point is the forecast.
Then just click on “Freeze Forecast” to start the actual monitoring of the idea as time goes by.
Attention! It is important for you to know that once frozen, the data in the “Planned” column is saved permanently, and it cannot be changed afterward. |
In the “Achieved” column, fill in the data with the actual values obtained from implementing the idea. Each time you enter a new value, you will see that the data in the “Forecast” column is updated again, reinforcing that it shows the most current data from your monitoring. To save these updates, simply click on the “Update Monitoring” button at the bottom of the page.
Finally, to finish tracking earnings and remove the pending item from your responsibilities, just click on “Finish Tracking.”
Attention: Once the earnings tracking is finalized, it can only be reopened through suporte@aevo.com.br .
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