Managing Tasks
Overview
This page provides an overview of how to navigate and manage workflow tasks.
Searching for Tasks
Tasks can be found on the Workflow and Tasks tab of a functional area record. A workflow consists of one or more tasks, each of which has a status, an assigned workgroup, and an assigned user. A record can have multiple workflows. Any tasks that are not started or in process will appear on the assigned user’s My Tasks dashboard.
To view or edit task details, such as task assignment, start date, due date, or status, click the Open button next to a task.
Assigning a Task
To assign a task to a specific user, select the workgroup that the user belongs to from the Workgroup field. Then, select the user from the Assigned To field.
Setting a Task Due Date
To set a task due date, enter the date in the Task Due Date field.
In some cases, the Task Due Date field may be pre-filled and locked. This occurs if the workflow has been configured by a system administrator to automatically assign a due date based on the completion of a preceding task.
Changing Task Statuses
The status of each task is indicated in the Status column. When work on a task is complete, select the checkbox next to the task name and click the Mark Complete button at the top of the task list. To complete multiple tasks at once, select the checkbox next to each completed task and click the Mark Complete button.
To transition the task to other statuses, such as Withdrawn, On Hold, or In Process, open the task details and edit the Status field. The status can also be changed to Completed here.
Working with Triggered Tasks
Triggered tasks are tasks that are only available once another task (the trigger task) is completed. These are managed in the Workflow Templates configuration.
On the Workflow and Tasks tab, triggered tasks display a note explaining when they will become available, and their status is set to Pending (non-triggered tasks that have not been started appear in Unstarted status).
In the example above, the Administrator/Signature Review task is assigned to a different user than the processor. The task will appear in the assigned user’s My Tasks dashboard only after the third task (Permit Letter Review) is completed.
Non-triggered tasks that follow a triggered task can be worked on even while the triggered task is pending or in process.
Working with Task Decisions
Tasks can be configured to require a decision (for example, “Acknowledged” or “Approved”) before they can be marked complete. For more information on managing decisions, see the Workflow Templates page.
Selecting a Decision on the Workflow and Tasks Tab
If a task that requires a decision is marked complete on the Workflow and Tasks tab, a new required field appears and prompts the user to select a decision before saving.
Selecting a Decision in the Task Details
Similarly, if a task that requires a decision is marked complete in the task details, a new required field appears and prompts the user to select a decision before saving.
Selecting a Decision on the My Tasks Dashboard
If a task that requires a decision is marked complete on the My Tasks dashboard, a pop-up window appears and prompts the user to select a decision before saving.
Linking Documents to Tasks
Documents can be manually linked to one or more tasks. This can be helpful to indicate which documents were created by a task or require review as part of one.
To link a document to a task:
Open the task and click the Link Documents button.
Use the checkboxes to select the document(s) to link.
Click the Save button.
When a document is linked to a task, a document icon will appear next to the task on the Workflow and Tasks tab.
Linked documents are also visible in the Next Task Documents column on the My Tasks dashboard.
Using Linked Documents to Expedite Document Review Tasks
Document linking is particularly useful to expedite reviews by a peer or supervisor. The document author can prepare the document, link it to a review task, and assign the task to a reviewer. The reviewer will then see the task on their My Tasks dashboard. The Next Task and Next Task Documents columns allow the reviewer to quickly access the document, edit it if necessary, and mark the task complete.
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