Selecting the Workflow

  To select the workflow:

  1. From the New Task dialog box, select the Workflow tab.

  2. The Workflow tab contains the Assignee and Approver assignments.

    • Enter this information for the Assignee:

      • Assignee—The user names available for selection as preparer are only those users authorized with the preparer role. To select to assign an Assignee to a named user, team, or Shared Services Group click icon_backupuser.

        • For an End-User task, for Assignee, click Select Assignee Icon for selecting Assignee to find a user.

          Note:

          The Assignee can be an individual user, group, or team. If you do not select an Assignee, the owner becomes the default Assignee. Parent and automated tasks have no Assignees.

        • For a System-Automated task, for Run As, click Select Run As Account, search for and select a user under which tasks of this type are run, and click OK.

          Note:

          If the selected Run As user is the user creating the task, authorization is not required.

        • Select Active to include this task in schedules generated from the template.

          Note:

          This option is not available for tasks created in schedules.

      • Require Action By—Displays when an Assignee is set to be a team or group.

        Select One:

        • Any Assignee—By default, one and only one Assignee needs to submit the task.

        • All Assignees—Every user on the team has to submit the task before workflow proceeds to the next step.

      • Backup—If you assigned a user for the primary Assignee, you can assign a backup user authorized as an Assignee:

        1. Click Backup icon_backupuser.

        2. Enter the First Name and Last Name or click Search to select a backup user.

        3. Click OK.

      • Starts

        Select a start date, then select the time of day, in increments of 15 minutes, for the task to start.

      • Ends

        Select an end date, then select the time of day, in increments of 15 minutes, for the task to end.

      • Optional: For Minimum Duration, enter the minimum duration of a task in the form of Days, Hours, and Minutes. An At Risk criteria is based on the condition if the Start date was missed AND (the End_date minus the Current_date is less than the minimum task duration OR the End_Date minus the Start_Date is less than the minimum duration). The At Risk tasks display in the Needs Attention Graph in the Status Chart of the Dashboard.

      • Optional: For an End-User task, select Allow Early Start to allow the Assignee to open the task before the scheduled start time.

    • Enter this information for the Approver:

      • Level Name

      • Backup

      • End Date

      • Require Action By—Displays when an Approver is set to be a team or group.

        Select One:

        • Any Approver—By default, one and only one Approver needs to submit the task.

        • All Approvers—Every user on the team has to submit the task before workflow proceeds to the next step.