Completing a Route Task

The steps you need to perform to complete a route task differ depending on the Task Action chosen and instructions entered by the route creator. At a minimum, you must read and follow the instructions for the task and then mark the task as completed. You may also have to enter comments, choose an approval option, or review, edit, or add routed content.

If you (or the original task assignee) created sub-routes for the task, the sub-routes must be complete before you can complete the task.

Required access roles: All

Only the person who is assigned the task (the task owner) can complete the task. Users with the Leader or Owner access roles cannot complete the task.

Before you begin: View the properties for the task. See Route Task Properties.
  1. Read the Instructions that the route creator entered for you.
  2. If the instructions involve working with route content, click the content Name from the content section at the bottom of the page.

    Work with the content as instructed. You must have the appropriate access for each content item to be able to work with the item. For Collaboration and Approvals, you must also have the appropriate access for the route to be able to add and remove content. For example, you can only edit documents that you have at least read/write access to. To add and remove content from the route, you must have Add Remove access for the route.

    See Content Page for a Route for information on viewing, editing, or adding new files to the route.

    Tasks with Notify Only as the action are completed automatically.

  3. If the Task Action is Approve:

    1. Use the Edit Details action to enter Comments for the task.

      Your Business Administrator can choose to hide the Comments field when approving routes.

    2. Choose the appropriate option from the page Actions menu or toolbar:

      Your Business Administrator can configure the app to require a signature when you approve, reject, abstain, or complete a task. The app can also be configured with a statement that declares that your approval in this dialog box is equivalent to your handwritten signature. If the task was assigned to a role, the statement declares that you are approving the task in the capacity of that role.

      1. Approve . Indicates that you approve the information you have been requested to approve. When you complete a task by choosing Approve for the Approval Status, the system continues the route normally.

        If you entered the due date (the task had "Assignee Set Due Date" defined), you can only approve the task prior to the due date and time. For example, if the due date is March 1 at 10:00 a.m., you can only approve the task up until that time. If necessary, you can edit the due date to a later time so that you can approve the task.

      2. Reject . Indicates that you reject the information you have been requested to approve. What happens next depends on the Auto Stop for Rejection value for the route. If set to Immediate, the route is stopped and the route owner receives email notification that you rejected the route. If set to Deferred, other tasks at the same level must be completed before the route is stopped.
      3. Abstain . Indicates that you abstain from approving the information. When you complete a task by choosing Abstain for the Approval Status, the system continues the route normally.

    3. If you see an approval statement, read the statement and select the check box.
      The statement shown in this dialog box is added to the history for the task as a permanent record of your signature.
    4. Click Done.
  4. If the Task Action is Comment:
    1. Use the Edit Details action to enter Comments for the task.
    2. Click Complete from the page Actions menu or toolbar.

If the task is designated as Needs Owner Review, the system promotes the task to In Approval and notifies the route owner. After reviewing the task, the owner approves or rejects it. If approved, the system promotes the task to Completed and notifies you. If rejected, the system demotes the task to To Do and notifies the assignee, which could be someone other than you if the route owner reassigns it.

If the task is not designated as Needs Owner Review, the system promotes the task to Completed and enters the current date for the Completion date. The task is no longer on your Tasks page, but you can still access the task through the route (unless the task was delegated to you and you do not have access to the route independently). If no one else needs to complete a task for this order number in the route, the tasks at the next order number become active. Those task assignees are notified that they have active tasks. If you are the last person to complete a task for the route, then the route is complete.

If this is the last task in the route and the route is configured to Promote Connected Object, the object is promoted to the next lifeycycle state. However, the object could also be connected to an incomplete route for the object's current state. All routes for a state must be complete before the object can be promoted. If the final route to complete does not specify Promote Connected Object, you must manually promote the object.