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Background documentationManaging Tasks Locate this document in the navigation structure

 

As a task owner, processor, or contributor, you can manage tasks in several ways. You can add and download attachments in the form of documents or URLs and add notes that are visible on all process levels. As a task owner, you can share a task with other users who can contribute to its execution. If you want to completely hand over task responsibility to another user, you delegate the task. On the other hand, if a task is delegated to you or you claimed a task and you do not have the resources to complete it or simply cannot do it, you can put back the task so that it is returned to the original potential owners’ task lists. Following is a procedure describing how to manage notes and attachments.

Process

Managing Attachments

Depending on the availability options that are set, you can see all previously added attachments to the task along with details for each one.

Note Note

The flag in the attachments column in UWL does not indicate whether BPM tasks have attachments, even if this is the case.

End of the note.

To add an attachment:

  1. In the task execution UI, open the View menu and choose Attachments to open the Attachments pane.

  2. From the Add menu, choose whether you want to add a file or a URL.

    Note Note

    The supported size of an attachment is up to 4 MB. You can add an unlimited number of attachments to a task.

    The attachments you add in the task execution UI are stored in the Enterprise Content Management (ECM). ECM is a technology for providing and managing unstructured content (such as documents) to support business processes in your company, independently of a particular document repository. For the attachment added in the task execution UI, a folder structure is created in ECM using the process and task ID. For more information about ECM, see Configuring the ECM Infrastructure (ECMI).

    End of the note.

  3. Browse and select the file you want to attach. In the Title field, you can optionally define a new title for the file.

  4. Choose whether you want your attachment to be available to this task only or to the whole process, thus being available for subsequent tasks. Choose the OK pushbutton.

  5. To download an attachment, simply click the title link and choose whether you want to open or save the attachment.

  6. To delete an attachment, open the context menu of the icon next to the attachment title and choose Delete.

Adding Notes

Depending on the availability that is set, you can see all previously added notes along with details such as who added the note and on what date and time. To add a note:

  1. In the task execution UI, open the View menu and choose Notes to open the Notes pane.

  2. To add a note, choose the Add pushbutton. You can customize your note text by using the formatting buttons.

  3. Choose whether you want your attachment to be available to this task only or to the whole process, thus being available for subsequent tasks. Choose the Post pushbutton.

    Note Note

    You cannot delete notes.

    End of the note.
Sharing a Task

You can invite other users to contribute to the task and provide input for its execution.

For more information, see Sharing a Task.

Delegating a Task

You can hand the responsibility for task execution over to another user.

For more information, see Delegating a Task.

Putting Back a Task

You can put back a task you claimed by mistake or that was delegated to you and you cannot complete.

For more information, see Putting Back a Task.