5.2 Working with Tasks

Your ability to update tasks depends on the role you have for the task, the state the task is in, and the way the application is configured. Depending on the way the application is configured, some features may be unavailable.

• Claiming a Task
  You can claim a task to assign it to you.
• Approving, Rejecting, or Completing a Task
  Approve, reject, or complete tasks from the task details page.
• Requesting Information for a Task
  If you are the actual owner for a task, you can request more information from the task initiator.
• Submitting Information for a Task
  If you are the task initiator, you may be asked to submit information about the task to the task owner.
• Commenting on a Task
  You can comment on a task to provide additional information about the task.
• Changing the Priority of a Task
  You can change the priority of a task.
• Updating the Parameters of a Task
  You can update the parameters of a task if the parameter is marked as updatable.
• Delegating a Task
  Delegating a task allows you assign a task to another user.
• Inviting a Participant to a Task
  As a business administrator, you can invite a participant to a specific instance of a task.
• Removing a Participant from a Task
  As a business administrator, you can remove an existing participant from a specific instance of a task.
• Updating the Due Date for a Task
  As a business administrator, you can update the due date for a specific instance of a task.
• Releasing a Task
  Releasing a task allows you to remove yourself as the actual owner, and make the task available for other potential owners to claim.
• Canceling a Task
  You can cancel a task if you no longer need it.
• Renewing a Task
  As a business administrator, you can renew an expired task,
• Viewing the Task History
  You can view the history of a task to see what has already happened with the task.

5.2.1 Claiming a Task

You can claim a task to assign it to you.

If there are multiple potential owners for a task, the task is Unassigned.

To claim a task, you must be a Potential Owner. If you are the only potential owner for a task, APEX automatically assigns the task to you and you become the Actual Owner. If you are not a potential owner, the Business Administrator can add you as a potential owner.

1. Open the application.
2. Open the appropriate Unified Task List. For the Sample Workflows, Approvals, and Tasks app, the task list is called My Approvals.
3. Locate the unassigned task you want to claim, and click on the task to access the task details page.
4. Click Claim Task to claim the task.
   The position of the Claim Task button varies by application depending on how the developer customizes the task details page.

The task is now assigned to you.

5.2.2 Approving, Rejecting, or Completing a Task

Approve, reject, or complete tasks from the task details page.

In order to work on a task, you must be the Actual Owner for the task. If you are a Potential Owner, you can claim the task to become the actual owner. Note that if the task is an approval task, you may be able to become the actual owner of a task you initiated, depending how the application developer configures the task.

To approve, reject, or complete a task:

1. Open the application.
2. Access the appropriate Unified Task List. For the Sample Workflows, Approvals, and Tasks app, the task list is called My Approvals.
3. Locate the task you want to approve, reject, or complete.
   If you click Approve or Reject directly from the Unified Task List, APEX automatically claims the task for you. If you use the buttons on the Unified Task List, you cannot add comments to the task.

To see more details about a task or to work on the task:

4. Click on the task subject to open the Task Details page.
5. If necessary, claim the task by clicking Claim Task.
6. (Optional) Add a comment to the task.
7. (Optional) For action tasks, click Save to save your work.
   You can save your work without completing the task. This leaves the task open for you to complete later.
8. Click Approve, Reject, or Complete.
   The position of the buttons varies by application, depending on how the task details page is configured.

The task state updates. The task is now complete.

5.2.3 Requesting Information for a Task

If you are the actual owner for a task, you can request more information from the task initiator.

To request information for a task, you must be the Actual Owner for the task.

1. Open the application.
2. Access the appropriate Unified Task List. For the Sample Workflows, Approvals, and Tasks app, the task list is called My Tasks.
3. Locate the task you want to request more information for.
4. Click on the task to open the Task Details page.
5. Click Request Information.
   The position of the Request Information button varies by application, depending on how the developer configured the task details page.
6. Type in the details of your request in the Message field, and click Request Information.

APEX assigns the task to the initiator, with your request information text in the comments section of the task details page.

5.2.4 Submitting Information for a Task

If you are the task initiator, you may be asked to submit information about the task to the task owner.

If one of your tasks is in the Information Requested status, you can submit information to send the task back to the task owner.

1. Open the application.
2. Access the appropriate Unified Task List. For the Sample Workflows, Approvals, and Tasks app, the task list is called My Tasks.
3. Locate the task in the Information Requested status.
4. Click on the task to open the Task Details page.
5. Click Submit Information.
   The position of Request Information varies by application, depending on how the developer configured the task details page.
6. Type in the details of your request in the Message field, and click Submit Information.

APEX reassigns the task back to the actual owner, with your submitted information text in the comments section of the task details page.

5.2.5 Commenting on a Task

You can comment on a task to provide additional information about the task.

You can comment on a task that is in progress. If you want to comment on a completed task, you need to be the business administrator for that task.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to update, and click on the task to access the task details page.
4. Type your comment in the comment text box.
5. Click Add Comment.

The comment displays on the task.

5.2.6 Changing the Priority of a Task

You can change the priority of a task.

To change the priority of a task, you must be the Initiator or Business Administrator for the task.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to update, and click on the task to access the task details page.
4. Click Priority.
   The position of the Priority button varies by application, depending on how the task details page is configured.
5. Select the new priority from the list.
6. Click Set Priority.

The priority is updated.

5.2.7 Updating the Parameters of a Task

You can update the parameters of a task if the parameter is marked as updatable.

To change the parameters of a task, you must be the Actual Owner or Business Administrator for the task.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to update, and click on the task to access the task details page.
4. In the Details section, click Edit.
   The Edit button only appears if the task definition has at least one parameter that is updatable.
5. Select the parameter from the drop-down list.
6. Enter the new value.
7. Click Apply Changes.

The parameter updates.

5.2.8 Delegating a Task

Delegating a task allows you assign a task to another user.

An assigned task can be Delegated to another user. That user becomes the new Actual Owner for the task.

To delegate a task, you must be a Business Administrator or the Actual Owner of the task. Tasks that are completed cannot be delegated. The user you delegate the task to must be listed as a potential owner for the task.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to delegate, and click on the task to access the task details page.
4. Click Delegate.
   The position of the Delegate button varies by application, depending on how the task details page is configured.
5. Select the new actual owner for the task.
6. Click Delegate.

The task is delegated to the selected user.

5.2.9 Inviting a Participant to a Task

As a business administrator, you can invite a participant to a specific instance of a task.

You may want to invite a participant to a task if the actual owner is away from the office. The new participant can claim the specific task they are added to, but does not have access to any future tasks created from the same task definition.

To invite a participant, you must be a Business Administrator for the task. You cannot invite a participant to a completed task.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to invite a participant to, and click on the task to access the task details page.
4. Click Invite Participant.
   The position of the Invite Participant button varies by application, depending on how the task details page is configured.
5. Type in the login name for the participant you want to add.
6. Click Invite Participant.

If the task is unassigned, the new participant can claim the task. If the task is assigned, either you, as the Business Administrator, or the actual owner of the task can delegate the task to the new participant.

5.2.10 Removing a Participant from a Task

As a business administrator, you can remove an existing participant from a specific instance of a task.

You may want to remove a participant from a task if the participant is away from the office or is no longer available for the task. Removing the participant from the task instance does not remove them from any future tasks created from the same task definition.

To remove a participant, you must be a Business Administrator for the task. You cannot remove a participant from a completed task.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to remove a participant from, and click on the task to access the task details page.
4. Click Remove Participant.
   The position of the Remove Participant button varies by application, depending on how the task details page is configured.
5. Select the participant you want to remove from the drop-down list.
6. Click Remove Participant.
   If the task is assigned, the drop-down list does not contain the actual owner, because only potential owners can be removed.

The participant is removed from the task.

5.2.11 Updating the Due Date for a Task

As a business administrator, you can update the due date for a specific instance of a task.

To update the due date, you must be the business administrator for the task. You cannot update the due date if a task is already approved, rejected, or expired.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to update the due date on, and click on the task to access the task details page.
4. Click Change Due Date.
   The position of the Change Due Date button varies by application, depending on how the task details page is configured.
5. Select the new due date for the task.
6. Click Change Due Date.

The due date updates.

5.2.12 Releasing a Task

Releasing a task allows you to remove yourself as the actual owner, and make the task available for other potential owners to claim.

Releasing a task you own makes the task available for other Potential Owners to claim.

To release a task, you must be the Actual Owner of the task. Tasks that you have already approved or rejected cannot be released.

1. Open the application.
2. Access the appropriate Unified Task List. For the Sample Workflows, Approvals, and Tasks app, the task list is called My Tasks.
3. Locate the task you want to release, and click on the task to access the task details page.
4. Click Release.
   The position of the Release button varies by application, depending on how the task details page is configured.

The task is now unassigned, and available for potential owners to claim.

5.2.13 Canceling a Task

You can cancel a task if you no longer need it.

Canceling a task stops the task from continuing.

To cancel a task, you must be the task initiator or the business administrator. Tasks that are already complete cannot be canceled.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to cancel, and click on the task to access the task details page.
4. Click Cancel Task.
   The Cancel Task position varies by application, depending on how the task details page is configured.
5. Click Cancel Task on the dialog window.

The task is now canceled.

5.2.14 Renewing a Task

As a business administrator, you can renew an expired task,

Renewing an expired task creates a new task from the same task definition.

As a business administrator, you can renew a task once it is expired.

1. Open the application.
2. Access the appropriate Unified Task List. For the Sample Workflows, Approvals, and Tasks app, the task list is called Admin Tasks.
3. Locate the task you want to renew, and click on the task to access the task details page.
4. Click Renew Task.
   Renew Task is only visible if the task is expired. Tasks cannot be renewed prior to expiring.

APEX creates a new task from the same task definition. The renewed task has a new due date.

5.2.15 Viewing the Task History

You can view the history of a task to see what has already happened with the task.

The Task History show a log of everything that has occurred with the task.

To view the task history, you must be able to open the task details page.

1. Open the application.
2. Access the appropriate Unified Task List.
3. Locate the task you want to view, and click on the task to access the task details page.
4. Click the dropdown arrow next to History.
   The position of the History region varies by application, depending on how the task details page is configured.
5. The task history displays. Events are logged in chronological order, and details for each event are in the Message column.