Creating a Multiple Step Task 

You can create tasks consisting of multiple steps and send the individual steps to one or more users for completion. You can assign individual steps to a group of users as a whole or to each user of the group individually.

There is no limit on the number of steps. You can create elaborate workflows with a large number of assignees.

Completed tasks can require an additional approval step for the tracker. Trackers are users that you specify to check the task and give final approval. When a task is created, the system automatically enters the creator as the tracker. However, you can enter other users and user groups.  

Procedure

       1.      In the UWL view, choose New Task.

The dialog window for creating tasks opens.

       2.      Select Multiple Steps from the Task Type dropdown list.

       3.      Under Subject, enter a title for the task.

       4.      Choose Add Step.

       5.      Under Assigned To, enter at least one recipient and under Subject, enter a title for the step.

You can define a series of separate subtasks and assign each of these subtasks to particular users.

The Options for Creating Multiple Step Tasks table contains details about the fields. Required fields are marked with an asterisk (*).

       6.      If you want to create more approval requests or work task requests, choose Add to continue to the next step. If you want to finish this task request, choose Done.

       7.      You can change the sequence of the steps, add steps, and delete steps.

       8.      Choose Send. The task is saved and activated. The subtasks are sent to the corresponding recipients in the correct sequence. The subtasks are displayed in the UWL under Activities of the subtask assignees.

The tracker first sees the entire task under My Open Tasks. Once all steps are completed, the task is automatically displayed under Completed Tasks.

In the Collaboration Room

If you have created the task in a collaboration room, the steps are visible to all collaboration room participants in the UWL view under Tasks. Only the recipients of the subtasks can complete the subtasks.

Outside the Collaboration Room

If you have created the task outside the collaboration room, only the assignees can see the steps of the task in the UWL.

Options for Creating Multiple Step Tasks

Option		Description
Subject*		Enter a title to identify the task.
Priority		Specifies the priority of the task.
Due Date		Shows when the task is due. To enter the due date, choose the calendar symbol. You can also enter a date in mm/dd/yyyy format. Choose the time from the dropdown list or enter it manually in hh:mm format. (Note that the date and time refer to the date and time on the server.) You can also select the ASAP option.
Description		You can enter a general task description. This entry will be visible to all process contributors.
Tracked By		The user in this field will track the task. You can also assign further users to track the task.
Notification	On Completion	A notification is sent on completion of the task.
	On Updates, Completion, and if Overdue	A notification is sent when the task is completed, updated, or when the task due dates are reached.
Attachments		You can add any documents you like to a task. These documents are visible to all participants. You can also delete attachments. To add documents or links in the portal, choose Add and then Portal Documents. You can add links to objects outside the portal as external links under Attachments. You can also upload objects from your local computer.
Define Steps
Assigned To		You can select the IDs of those users you want to assign the task to.
Subject		Enter a title to identify the subtask (step).
Step Type		The recipient is asked to confirm completion of the task. Upon confirmation, the workflow continues. You can send your task to one or more approvers for approval. If approved, the workflow process continues; if rejected, the task must be revised by the last assignees – therefore, they will need to redo the work item that they completed.
Description		You can enter a general task description. This entry will be visible to all process contributors.
Assignment		You have the option of allowing recipients to decline tasks. You can also specify a minimum number of responses required from the assignees.

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More Information:

Creating a Single Step Task

For descriptions of the UWL user interfaces, see: Using Universal Worklist.