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Procedure documentationSharing a Task Locate this document in the navigation structure

 

Business Process Management (BPM) enables you to invite other users to contribute to your task. Task sharing is activated at design time to allow the actual owner of a task to invite other contributors to work on the task instance. Every user can be a contributor, except excluded owners. Contributors to a task can monitor task execution or add notes and attachments, but they cannot complete the task. Users receive the task they are invited to contribute to in their task list in the BPM inbox or universal worklist (UWL). When contributors open the task, they see who the actual owner is and the task description, if any.

The actual owner holds full responsibility for task completion, whereas task contributors only provide input for task execution. To transfer the responsibility for task completion, you need to delegate the task to another user.

The procedure for inviting users to be contributors to a task is described in the following.

Prerequisites

To invite contributors to the task, you have to be the actual owner of the task.

Procedure

  1. Open your task list in the BPM inbox or the UWL and open the task you want to share with other users.

    The task execution UI is displayed.

  2. Open the View dropdown menu in the upper right-hand corner of the screen, and choose Task Team.

    The dialog that appears shows a table with the actual task owner (Responsible) and the contributors (if any).

  3. To invite a contributor to the Task Team, enter a user or part of a user’s name in the User field, and choose Find.

    Note Note

    Owners excluded from the task are not included in the user search list.

    End of the note.

  4. Choose Invite.

To remove a contributor from the list, select the user from the table and choose Remove.

Note Note

Contributors are only explicitly added or removed by the actual owner. Putting back a task empties the list of contributors. Delegating the task and nominating a user for the task do not change the list of contributors.

End of the note.

Result

The contributor can now see the new task in his or her task list. After opening the task, the contributor can:

  • View the Task Data

  • View the Task Team list

  • See information about the actual owner of the task in the Task Application pane

  • See the task description, if any

  • Add new notes

  • Add new attachments

For more information, see:

Delegating a Task.

Completing Tasks

Putting Back a Task