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.

My workflow task list

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.