Working with Workflow
Tasks - FAQ
The following FAQ covers the basics for how to interact
workflow tasks that have been assigned to you for completion. Topics in
this article include viewing your personal list of workflow tasks and
submitting reviews or approvals of documents.
How can I view a listing of all review or approval
workflow tasks assigned to me?
A list of all workflow tasks assigned to a user is accessible from the
library tree by selecting Review& Approvals > My Tasks menu option.
This task list shows all active document review or document approval tasks
assigned or delegated to the user. Tasks the user has previously completed
or have been cancelled are not shown in the task list. The below screenshot
provides an example of a users personal task list and shows all the details
associated with each task including the type of task, the document it
relates to the task description, the initiator and due date for the task
and more.
How can I delegate my tasks to another user?
Task delegation is a critical component of any workflow system as it allows
work to continue to flow if a participant is either too busy or unavailable
for work. To delegate a task simply select the task you wish to delegate
from your task list and click the Delegate Task option from the toolbar
above the task list. The user will be prompted to select a new user (the
delegate) to receive this task from a list of users that are able to access
to the document that the task is associated with. Once delegated the delegate
user will be notified of their new tasks. There is also the option to
automatically delegate all tasks assigned to you in the event you will
be on vacation or unavailable for an extended period of time. Use this
link to learn more about setting up automatic
task delegation from your workflow preferences.
How do I get a copy of a document I am supposed
to review or approve?
To get a copy of a document you are supposed to review or approve simply
select the tasks associated with the document you are required to review
or approve and click the Get a Copy option from the toolbar above the
task list.
How do I complete my task of reviewing a document
in my task list?
The following covers the steps required to submit a review of a document
using the FileHold Desktop Application or FileHold Web Client. Use this
link to learn more about completing
workflow tasks from Microsoft Office Applications. To complete your
task of reviewing a document complete the following steps. Select the
Submit Document Review option from the menu associated
with the document name. You can access this menu by either right clicking
on the document (when using the FileHold Desktop Application) or using
the drop down menu associated with the document in the FileHold web client.
The submit review form will appear as shown in the screenshot below. Simply
provide your document review comments and attach a document (optional)
containing additional feedback for the document you are reviewing. Click
OK to complete your review. You will be returned to your task list and
the review task will be gone as it is now completed.
How do I complete my task of Approving a document
in my task list?
The following covers the steps required to submit an approval of a document
using the FileHold Desktop Application or FileHold Web Client. Use this
link to learn more about completing
workflow tasks from Microsoft Office Applications. To complete your
task of reviewing a document complete the following steps. Select the
Submit Review option from the menu associated with the
document name. You can access this menu by either right clicking on the
document (when using the FileHold Desktop Application) or using the drop
down menu associated with the document in the web client. The submit approval
form will appear as shown in the screenshot below.
Simply select if you want to approve or reject this document
and apply comments to your decision. Only in the event that you will reject
the document will you be able to associate a feedback document with the
comments. Click on OK will take you to the sign-off page. All users are
asked to sign off on their decision to approve or reject the document.
The sign-off screen appears as follows.
Simply enter your FileHold password to verify your identity.
If you are logging onto FileHold as a member of the FileHold domain this
would be the same password you enter when logging onto the network otherwise
this is the password you enter when logging onto the FileHold application.
Click OK to complete your document approval or rejection. You will be
returned to your task list and the review task will be gone as it is now
completed.
How can I see the review / approval comments of
other users that have already completed their tasks for this document?
There are a number of ways to view the review / approval comments of other
users for a particular document version depending on the state of the
workflow and the user tasks. They are as follows;
- If the workflow is still in progress and your task has NOT been completed
you can view the history of comments for a workflow by selecting the
Review & Approval Feedback menu option in the drop down menu for the
document in the task list.
- If the workflow is still in progress and your task HAS been completed
you can view the history of comments for a workflow by going to the
status report for a document. Use the following link learn more about
the document workflow status report.
- If the workflow for the document has been completed you can view the
list of historical workflow activity for a document by selecting the
'History of Changes' option associated with the document. A list of
all document versions of the document will appear. Simply select the
document versions you want to view the workflow history for and click
the Review and Approvals button.
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