Adding Task Content

Viewing and Updating Global Information

The Global Information Bar of a Task is displayed while viewing any section of a task. The edit capability for all other summary information is based on permissions and your local configuration.

Editable sections in the Global Information Bar are the fields where the text is blue with dotted lines underneath (hyperlink)

1. Click the hyperlink to open a corresponding pop-up box to editing existing content.

Viewing and Updating Global Information

Change Task Name

1. Clear the current content and type in the change.

2. Click the check icon button to finalize the action.

Change Task Name

Change Percentage of Completion

1. Clear the current content and type in the change.

2. Click the check icon button to finalize the action.

Change Percentage of Completion

Change Assignee

1. Clear the current content and type in the change.

2. Click the Save button finalize the action.

Change Assignee

Change Start or Due Date

1. Calendar date selector field: Click the month, day, or year. Use the spin control to modify the date.

2. Calendar picker: Click the down arrow to open the calendar. To change month and year, click the <  left or  >  right arrows. To close the calendar, click the circle icon button.

3. To clear existing content, click the Clear (X) icon in the field or panel.

4. To close the pop-up box without saving, click the Close (boxed X)

5. To open a list, click the Expand (arrow-down) button.

6. Click the check icon button to finalize the action.

Change Start or Due Date

Change Owning Group

1. Clear the current content and type in the change.

2. Click the Save button finalize the action.

Change Owning Group

Change Priority

1. Click an item from the list to replace the existing content.

2. Click the check icon button to finalize the action.

Viewing Overview Details

The Overview section is the initial section that is displayed when clicking on a Task title.

When opening to view a task, sections automatically display only if they are enabled in Task preferences. You can open disabled task sections from the Navigation Icons Panel or the expanded folder view in the Browse Panel.

The enabled sections that automatically display when you initially select the task are in read-only mode.  To update task information, open the section from the link or expanded folder.

1. In the Expanded Treeview of the Browse Panel, click on the Task title or icon, or from the Navigation Icons Panel select the Overview - icon icon to open the Overview section.

Viewing Overview Details

Tip: Additional sections can be enabled by default in the Task section of preferences.

Viewing and Updating Details

View Details

The Details section records information about the details directly associated to the task. It will show previous details and is available to add or update details.

1. In the Expanded Treeview of the Browse Panel, click on the Details section title or icon, or from the Navigation Icons Panel select the Details icon icon to open the Details section.

2. The free-form text space is available for edit.

View Details

Tip: The name and shortcut keys appear in a pop-up box when hovering over tools.

Edit Details

1. Enter (or update) task details in the text space. The section provides a full set of tools for formatting text, adding hyperlinks, and attaching a variety of file types.

2. When the entry is complete, click the Save (disk icon) button save icon.

Viewing and Updating Reject Comments

View Reject Comments

Use the Reject Comments section to furnish explanation or justification for rejecting a task.

1. In the Expanded Treeview of the Browse Panel, click on the Reject Comments section title or icon, or from the Navigation Icons Panel select the  Reject Comments icon icon to open the Reject Comments section.

Reject Comments

Add Reject Comments

1. To add a reject comment, click the icon button on the section title bar. This will link to a pop-up window where a text can be added.

add note

Note: To save the note, there needs to be at least 1 character entered.

2. Add content to the text box and click Save when finished.

Edit Reject Comments

1. To edit a reject comment, click the edit icon button, and you will be able to modify a previous entry.

Delete Reject Comments

1. To delete a reject comment, click the delete icon button, and the entry will be removed.

Viewing Documents Under Review

View Documents Under Review

The documents under review section provides list of documents that are to be reviewed as it relates to the task.

1. In the Expanded Treeview of the Browse Panel, click on the Document Under Review section title or icon, or from the Navigation Icons Panel select the Under Review icon icon to open the Documents section.

Viewing and Updating Parent Documents

View Parent Documents

The Parent Documents section provides the space to find and manage a parent document that relates to the task.

1. In the Expanded Treeview of the Browse Panel, click on the Parent Documents section title or icon, or from the Navigation Icons Panel select the Document - icon icon to open the Documents section.

Parent Documents

Filter Parent Documents

1. To filter documents, start typing in the filter box. As you type, attachment titles that match what you are typing will be displayed in bold. Any document titles that don’t match what is being typed become greyed out.

Filter Parent Documents

Search Parent Documents

1. To search documents, start typing in the search box. Once you have typed what you would like to search, press enter or click the search button.

Search Parent Documents

Viewing and Updating Attachments

View Attachments

The Attachments section provides the space for associating attachments to a task and individually managing each file.

1. In the Expanded Treeview of the Browse Panel, click on the Attachments section title or icon, or from the Navigation Icons Panel select the Document - icon icon to open the Attachments section.

View Attachments

From the Attachments section, you can

  • Create form-based attachments
  • Add attachments from shared drives and assign attachments types as you copy them into the folder
  • Copy or move files from other cases
  • Organize the attachment collection using familiar folder structures
  • Track versions and reinstate to Active status
  • Assign attachment-level access permissions for each participant
  • Split and merge attachments
  • Mark and annotate pages
  • Insert page layers to control document review and content release
  • Download, export, and print files

For descriptions and instructions, refer to the Document Management section of this document.

Filter Attachments

1. To filter attachments, start typing in the filter box. As you type, attachment titles that match what you are typing will be displayed in bold. Any attachment titles that don’t match what is being typed become greyed out.

Filter Attachments

Search Attachments

1. To search attachments, start typing in the search box. Once you have typed what you would like to search, press enter or click the search button.

Search Attachments

Viewing and Updating Notes

View Notes

The Notes section records information about the notes directly associated to the task. It will show previous notes and is available to add or update notes.

1. In the Expanded Treeview of the Browse Panel, click on the Notes section title or icon, or from the Navigation Icons Panel select the Notes - icon icon to open the Notes section.

View Notes

Add Notes

1. To add a note, click the icon button on the section title bar. This will link to a pop-up window where a note can be added.

Add Notes

Note: Fields marked with red asterisk are required fields.

2. Complete your note and click Save when finished.

Update Notes

1. To edit a note, click the edit icon button, and you will be able to modify a previous entry.

Delete Notes

1. To delete a note, click the delete icon button, and the entry will be removed.

Viewing and Updating References

View References

The References section records information about the references associated to the task. It will show the reference number, titles and is available to create records of all other relevant information.

1. In the Expanded Treeview of the Browse Panel, click on the References section title or icon, or from the Navigation Icons Panel select the arrow icon icon to open the References section.

View References

Add References

1. To add a reference, click the icon button on the section title bar. This will link to a pop-up window where a reference can be added.

Add References

2. Search and select a reference. Then click add, and the reference will be added to the task. All columns will be filled automatically after the add button is clicked.

Delete References

1. To delete a reference, click the delete icon button, and the entry will be removed.

Filter References

You can filter references based on reference number, title, type, assignee, date last modified, or status.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter References

Viewing and Updating Workflow Overview

View Workflow Overview

The Workflow Overview section records information about the workflow associated to the task. It will show the workflow participant, role, and other related information.

1. In the Expanded Treeview of the Browse Panel, click on the Workflow Overview section title or icon, or from the Navigation Icons Panel select the Workflow Overview icon to open the Workflow Overview section.

View Workflow Overview

Filter Workflow Overview

You can filter workflows based on the participant, role, status, start date, or end date.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter Workflow Overview

Viewing History

View History

The History section records associated events that take place in relation to the task.

1. In the Expanded Treeview of the Browse Panel, click on the History section title or icon, or from the Navigation Icons Panel select the bell icon icon to open the History section.

View History

Viewing and Updating eSignatures

View eSignatures

The eSignatures section records information, such as the date and person who signed the task.

1. In the Expanded Treeview of the Browse Panel, click on the eSignatures section title or icon, or from the Navigation Icons Panel select the eSignatures section icon icon to open the eSignatures section.

View eSignatures

Filter eSignatures

You can filter eSignatures based on the Date and who the task is Signed by.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Filter eSignatures

Viewing and Updating Tags

View Tags

The Tags section provides the space for associating tags directly to a task.

1. In the Expanded Treeview of the Browse Panel, click on the Tags section title or icon, or from the Navigation Icons Panel select the tags icon icon to open the Tags section.

View Tags

Add Tags

1. To add a tag, click the icon button on the section title bar. This will link to a pop-up window where a tag can be added.

Add Tags

2. Complete the fields and select Add Tag when finished.

 

Delete Tags

1. To delete a tag, click the delete icon button, and the entry will be removed.

Filter Tags

You can filter tags based on the tag, the date created, or the user who created it.

1. To filter, click in a column’s filter box and type in the first 3 or more characters. The list of results will update automatically.

Viewing Process Diagram

View a Process Diagram

1. Click the Process diagram button to view the process diagram for a workflow Task.

Signing a Tasks

Sign a Task

1. Click the Sign A Task Button button to sign off on a Task.

Subscribing to a Task

Subscribe to a Task

1. Click the subscribe button to make available a list of all events related the task.  (Click Unsubscribeto cancel.)

Approve/Complete a Task

The business workflow automatically creates tasks for approvers of complaint and case-related action requests. These tasks include a copy of the request (document), for example, close complaint, change case status, approve form, approve time sheet or expense report.

There are two different options when it comes to approving a task, approving the task or returning the task for rework.

Approve the Task

1. Approve the task by clicking theApprove button on the task summary panel.

  • Updates task state to Closed
  • Removes the task from the approver’s active task list
  • Removes the task from the active, in progress list in the Tasks module
  • If request is close complaint, changes complaint status to Closed, routes the complaint according to its disposition
  • If request is change case status, changes case to the status indicated on the request form
  • If request is approval of a report or other form-based document, changes status to Approved

Return the Request for Rework

1. Send the task for rework by clicking theSend Rework button on the task summary panel.

  • Reassigns the task to the owner for rework and adds the task to the owner’s My Tasks list
  • Removes the task from the approvers’ My Tasks list
  • Creates a notification for the owner

Rework a Task

Rework Details

The Rework Details section appears in tasks that workflow automatically generates for approvers. The approver uses the section when returning a request to its owner (originator) for change. The section should describe the reason for the rework or the action needed for approval.  The section makes available the functions in the Task Details section (above).

Reject Comments

Use the Reject Comments section to furnish explanation or justification for rejecting a task.

1. Click + to add in the section title bar to create a space for entry.

2. When finished, click outside the section.

Reject Comments

Documents Under Review section

The Documents Under Review section appears in tasks created for approval requests. The section contains a copy of the request (document) submitted by the originator. The business workflow automatically adds the document when creating the task for the approver. Approval is part of the workflow for actions such as close complaint, change case status, review form-based documents, and sign off time sheets and expense reports. The review documents in this section are available for download, there is no edit capability.

1. To view a document, click the fileID or Title. The Do you want to open or save? message bar opens at the bottom of the screen.

Documents Under Review

2. Click Open or choose a Save option to copy it to one of your folders.

Delete a Task

Delete a task

Use Delete to permanently remove a task.  Add comments to record the reason for deleting the task.

1. Open the Reject Comments section and click the + Add button to create a new record.

Reject Comments section

2. Enter a description in the Comment text field.

3. Click the Delete action button.

Claiming a Task

Claim a Task

1. In the Action Panel, click the claim button button to self-assign the Task. (Click Unclaim to unassign.)

Closing a Completed Task

Close a completed task

When you have finished the task–action has been taken and documented as needed.

1. Click the Complete action button. The task status changes to Closed. No further action is available or necessary.