Tasks Page for a Route

This page lists the tasks for the route or route template. If a task was rejected, and then restarted, the route revises that task. Only the active revision of a task shows in this list. To see details about rejected tasks, view the Revisions category for the task.

Required access roles: If you have access to a route, you have access to its tasks.

To access this page:

  1. Open the required route or route template. See Opening a Route or Opening a Route Template.
  2. For a route, click the Tasks page tab.

    For a route template, click Tasks in the navigation pane.

The Tasks page for a route template only includes the columns required to initiate a new route.

This topic describes:

This page discusses:

See Also
In Other Guides
Page Toolbar Icons

Columns

Column Name Description
Name The name of the task. To see details about the task, click its Name. See Route Task Properties.

The name shows as Route Node for tasks in a route that has not started, or for a task in a route that cannot be started until a previous task completes.

Shows the status of the route. A green arrow means that all route tasks are on time. A yellow diamond means at least one route task, not including the last task in the route, is late. A red square means that the last task is late.

Does not show in the list of tasks for a route template.

Title A descriptive name for the task.

Does not show in the list of tasks for a route template.

Order The order of the task within the route.
Revision The task revision.

Does not show in the list of tasks for a route template.

Maturity State

State Description
Draft Shows for tasks with a name of Route Node. The previous task in the route has not been completed so the assignee is not assigned to work on it yet. If the route has not started, all tasks are in Draft.
To Do The task is created for an assignee.
In Approval Only tasks with a Needs Owner Review icon go through the Review state. The state changes from Assigned to Review when the assignee completes the task. If the route owner promotes the task, indicating approval, the state changes to Complete. If the owner demotes the task, indicating rejection, the state returns to Assigned so the assignee can redo the task.
Completed When the assignee indicates that a task is complete by clicking Complete, the state changes to Complete and the next task in the route is created (provided there are no other tasks that must be completed at his route level).

Does not show in the list of tasks for a route template.

Assignee The person or user group that the route creator assigned to the task unless the original assignee delegated the task to someone else. If the route creator assigned the task to a user group, the assignee changes to the name of the first person in that user group to accept the task.

The assignee might show as Ask Route Owner for task assignment if the list is for a route template.

Action The action the task assignee needs to perform: Approve, Comment, or Notify Only. If the action is Approve, the assignee must choose an approval status to complete the task: Approve, Reject, or Abstain. All actions except Notify Only require that the route member enter a comment to complete the task.

Authentication with e-signature is required for approval action, if it is made mandatory. Additional authentication with two-factor authentication is required, if it is activated by your Business Administrator.
Approval Status For tasks with an action of Approval, this column shows one of these statuses: Awaiting Approval, Approved, Rejected, Abstained, Awaiting Review, or Route Stopped.

For tasks created from a route template with "Ask Route Owner for task assignment" defined for the task, shows as Awaiting Assignment.

For tasks with an action of Comment, this column shows one of these statuses: Awaiting Comments, Awaiting Review, or Route Stopped.

For tasks with an action of Notify, this column is either blank or shows Notification Sent.

Does not show in the list of tasks for a route template.

Due Date The date and time the route owner requests that the assignee complete the task. If the assignee does not complete the task by this date, the task is marked as late (red) and the route's status is changed from green to yellow (if it's the last task in the route, the status changes to red).

If the route owner defined the task due/time by specifying a number of days following the route start date and the route is not yet started, the field indicates the number of days following the route start. Similarly, if the due date/time is a number of days following the task creation and the task isn't created yet, the field indicates the number of days defined from the prior task (or Now if this is the first task).

If no date/time is displayed, the route owner is allowing the task assignee to choose the due date and the assignee has not yet entered one.

Does not show in the list of tasks for a route template.

Comments Comments entered by the task assignee when completing the task. To complete the task, the assignee must fill in the comment field except for tasks with Notify Only actions.

Does not show in the list of tasks for a route template.

Completed Date The date and time the person clicked Complete for the task, as recorded by the system. If the task hasn't been completed yet, the column is empty.
Allow Delegation icon shows if the route creator indicated that the task can be delegated. If so, the assignee can delegate the task to someone else to complete. See Reassigning (Delegating) a Task to Someone Else. The delegate will temporarily inherit all accesses that the assignee has for the route and its content. The system may also delegate the task automatically if the recipient receives the task during a defined absence period and the person has designated an Absence Delegate on the person profile. When the system automatically delegates a task, it also notifies the route owner.

When a task is automatically delegated by the system, it will not be automatically delegated back to the initial recipient if the defined absence period changes. In this case, the delegated assignee can manually reassign the task to the original assignee if appropriate.

Needs Owner Review. If there is no icon in this column, the task's state changes to Complete when the task assignee completes the task and the next task in the route is created. If the Needs Owner Review icon is displayed, when the assignee completes the task, the task's state changes to Review and the system notifies the route owner.

If the task action is Notify Only, Needs Owner Review is ignored and the task is automatically promoted to Completed without owner review.

After reviewing the task, the route owner must enter a review comment and then either promote the task to indicate approval or demote it to indicate rejection. The system does not create the next task in the route until the owner promotes the task. Demoting the task changes its state back to Assigned and the task assignee must recomplete the task based on the route owner's comments. When demoting the task, the route owner can reassign it to someone else to work on.

Does not show in the list of tasks for a route template.

Filters

The filter is available only for the route owner. You cannot customize the page view (choosing which columns and the column order) for this page; you can only use these filters.

Click to filter the page:

Filter Choice Description
All Tasks Lists all tasks, including any prior revisions of tasks.
Active Lists active route tasks.
Needs Review Lists those tasks in the Review state.

Actions/Toolbar Commands

Action Description For More Information
Edit All Adds tasks or make changes to the tasks. These changes include the task name, order, due date, and instructions, and the action required fields. Only the route owner can define the tasks.

For current order tasks, you cannot edit the title or order.

Defining the Tasks in a Route
Select User Lets you choose a user for tasks assigned to a user group and require you to select a specific user from the group. You only see this action if the route is based on a route template that enabled the Select User(s) from User Group option.

Click Select User . The Select Users dialog box lists all the tasks assigned to user groups that require you to select a specific user. For each task, select the required person from the list.

If you select more than one person, the dialog box adds a All must approve check box. Clear the check box if you only need one of the selected people to complete the task. Select the check box if you want all of the added users to complete the task.

When all tasks have been assigned, you can click Start to start the route. If you do not want to start the route, click Assign to save the assignments and return to the list of tasks.

If you selected more than one person from the user group, the app adds a task for each person at that order level:

  • If you selected the All must approve check box, the app adds the All action for those tasks in the task graph.
  • If you cleared the check box, the app adds the Any action for those tasks in the task graph.
  • If the order level also includes tasks assigned to individuals, the Any or All action for other tasks is based on the action for the order level defined in the template.
    • All: If the All must approve check box is selected, all selected users from the user group and all other tasks for the order level must be completed.
    • Any: If the All must approve check box is selected, all selected users from the user group must complete their tasks. Other tasks at the level do not need to be completed, and completing another task does not advance to the next order level.
    • Any: If the All must approve check box is not selected, any single person, selected from the user group or specified in another task, who completes a task at the order level advances the route to the next order level.

 —
Remove Selected Removes a pending task. Only the route owner can remove a task. You can remove a pending task from any route that you own. You cannot remove active or completed tasks.

If the task has subroutes, the subroutes are also deleted.

Does not show in the list of tasks for a route template.

—