1. Administering Financial Consolidation and Close
  2. Managing Task Manager
  3. Managing Tasks
  4. Creating Tasks
  5. Selecting the Workflow

Selecting the Workflow

To select the Task Manager workflow:

  1. On the Home page, click Application, and then click Task Manager.
  2. Click the Templates icon Templates tab on the left and then click the Tasks tab.

    Note:

    The Tasks tab is displayed at the bottom of the page.
  3. From the New Task or Edit Task dialog box, click Workflow.
    The Workflow section contains the Assignee and Approver assignments.

    Note:

    You cannot assign the same user to multiple roles within the workflow.
  4. Enter the following information for the Assignee:
    • Assignee: To assign an Assignee to a named user or Shared Services Group, click Select Assignee icon Select Assignee.

      The Actual attribute is available for each workflow stage, showing the actual user for the completed workflow. For example, Assignee (Actual). In the workflow, the Actual column shows who performed work on the task, regardless of the user status.

      Note:

      The additional user information only appears if the task is reassigned after it was completed by the initial user.

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

      If you do not select an Assignee, the owner becomes the default Assignee. Parent and automated tasks have no Assignees.

      Note:

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

      If the selected Run As user is the user who also created the task, then the user can authorize the task, without being prompted to re-enter their password.

    • Backup: If you assigned a user for the primary Assignee, you can assign a backup user authorized as an Assignee:
      1. Click Select Backup Assignee icon Select Backup Assignee .
      2. Enter the First Name and Last Name or click Search to select a backup user.
      3. Click OK.
    • Require Action By: When a group or team is assigned as the assignee, the Backup option is replaced with the Require Action By option with the following values:
      • Any Assignee (default)
      • All Assignees

      If All Assignees is selected, then everyone in the group or team must submit the task for it to be sent to the approvers.

    • 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 Day(s), Hour(s), and Minute(s). 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.
  5. Optional: Enter this information for the Approver:
    1. Click the + to add an approval level
    2. Assign an Approver by selecting a User, Group, or Team.
    3. Backup: If you assigned a user for the Approver, you can assign a backup user authorized as an Approver.
      1. Click Select Backup Approver icon Select Backup Approver .
      2. Enter the First Name and Last Name or click Search to select a backup user.
      3. Click OK.
    4. Specify the End Date.
    5. Require Action By: When a group or team is assigned as the approver, the Backup option is replaced with the Require Action By option with the following values:
      • Any Approver (default)
      • All Approvers

      If All Approvers is selected, , then all approvers are required to approve the task prior to the task moving to the next level of approval or being marked complete. If any one of the approvers rejects the task, the task is assigned back to the Assignee.

    6. Repeat to add additional approval levels.
    7. Use the arrows icons to reorder the approval levels.
  6. See: