Task List

Task Type

Select Task List from the pre-configured Task Type dropdown menu. From here you can add a series of tasks to a list for tracking.

Add a Task

You can add a task directly to the table, or click Add Task to add multiple steps to the task.

1. Insert a task directly into the table:

   1. Insert the task directly into the table and press enter to add another step.

      1. Specify the task type as Action Item or Approval .

      2. To change the recipient, choose People Picker option.

      3. To edit the task or to add a description to the task steps, choose Edit .

   2. To move a step up or down, choose Move Up / Move Down .

   3. To delete a step, select it and choose Delete .

   4. Select Issue Tasks Sequentially if you want each task in the sequence to be completed before the next task is issued.

2. Add a task from the Add Task option:

   1. Click Add Task to create a new step in the process flow.

   2. Enter the required information. See the Adding a New Step to the Task table below.

   3. Choose Save to complete and send the task.

Adding a New Step to the Task

Task Actions

Declining a Multiple-Step Task (Task List) - Sequentially Created

Declining a multiple-step task list that has been created sequentially will return the process flow to the last action item step before the approval step.

Example

An action item is assigned to user 1 and user 2, both complete the task. If user 3 declines the task, the task reappears in the UWL of users 1 and 2. They have to then redo their steps and resubmit for approval. If no action items step exists, the workflow will be finished and the task history will show that the task was declined.

A step is assigned to multiple users and has a minimum threshold of approvals assigned (that is, nominees are user 1, user 2, and user 3, and two of the three are required to approve before this step can be completed). In this case:

• Two of the three users must approve before this step is considered approved.

• If two of the three users reject it, the step is rejected and consequently the task will either return to the last action item nominees or, if no previous action item exists, the task will be concluded and the history will reflect that the task was declined.

Declining a Multiple-Step Task (Task List) - Created in Parallel

Declining a task list that was created in parallel concludes that step and the rejection will be reflected in the task history. However, all of the other parallel steps must be concluded as well before the task is considered complete.

Example

Examples:

• Approval Step 1 is approved → Approval Step 2 is rejected:

  When Step 2 is rejected, the workflow will conclude - the task status will be set to Completed and the task history will show the rejection.

• Action Item 1 is confirmed → Approval Step 2 is approved → Approval Step 3 is rejected:

  In this case, when Approval Step 3 is rejected, the task will return to the assigned user(s) for Action Item 1. At this point, the task status will remain In Progress and the nominee(s) for Action Item 1 must again complete their tasks and subsequent approval must be reobtained from the approver(s) of both Steps 2 and 3. The task history will reflect all the rejections.

• Action Item 1 is confirmed → Approval Step 2 is approved → Action Item 3 is confirmed → Approval Step 4 is rejected:

  In this case, when Approval Step 4 is rejected, the task will return to the assigned user(s) for Action Item 3. The nominees for Action Item 3 must redo their task and resubmit it to the approver(s) of Step 4. The task status will be In Progress until Approval Step 4 is approved.