Creating a Single Step Task 

You can create tasks consisting of a single step and send these to one or more users for completion. You can assign tasks to a group of users as a whole or to each user individually. The users you assign the task to are 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 as trackers.

Process Flow

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       1.      In the UWL view, choose New Task.

The dialog window for creating tasks opens.

       2.      Select Single Step Task from the Task Type dropdown list.

       3.      Enter the required information.

For details on the fields, see the Options for Creating Single Step Tasks table. Required fields are marked with an asterisk (*).

       4.      To send the task to the assignees, choose Send.

The system displays a message that the task has been created and sent to the named assignees.

       5.      Close the window.

The tracker first sees the task under My Open Tasks. Here you can see the completion status of the task. When an assignee has completed the task, the task is automatically displayed under Completed Tasks.

In the Collaboration Room

If you have created the task in a collaboration room, the task is visible to all collaboration room participants in the UWL view under Tasks. All collaboration room participants can complete the task. Assignees can complete the task directly under Complete Task. Other collaboration room participants can choose Edit to open the window for editing tasks, and set the status to Completed - In Approval.

Outside the Collaboration Room

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

Examples

 

The assignee declines the task.

The assignee can only decline a task if the Allow Recipients to Decline Task option is selected.

Options for Creating Single Step Tasks

Field		Description
Assigned To		You can select the IDs of the users you want to assign the task to. You also have an option to decide whether the assignees can decline the tasks, and also to decide if you want to separate the tasks for each assignee.
Subject		Enter a title to identify the task.
Priority		Define 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. 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.
Tracking and Final Approval		Tracking and final approval is by the user defined in this field. You can also assign additional users to track and approve the task.
Task Requires Final Approval		The task is a combination of task completion and approval of task completion.
Allow Assignees to Decline Task		The assignees can decline the task. In this case, the tracker can send the tasks to another user.
Separate Task for Each Assignee		Separates the tasks for each assignee.
Notification	Notify on Completion	Once the assignee has completed the task, the system sends a notification to the tracker.
	Notify on Updates, Completion, and if Overdue	Once the assignee has completed or updated the task, or if the due date of the task has been reached, the system sends a notification to the tracker.
Attachments		You can attach any documents to a task. These documents are visible to all participants. You can also delete attachments. To add documents or links within the portal, choose Add, then select the Portal Documents tab. You can add links to objects outside the portal as external links on the Attachments tab. You can also upload objects from your local computer.

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More Information:

Creating a Multiple Step Task

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