Perceptive Content Fundamentals

Task Assignment

Tasks represent work assigned to one or more users to complete. Instead of waiting for an email or phone call to complete a missing document, Tasks provide a convenient way to organize work and ensure it is completed in a timely manner. You can have multiple users completing different actions on the same document or folder.

Tasks allow the creator to provide the assignee detailed instructions and deadlines for work they need to complete. A Creator can prioritize Tasks to be completed in order of importance. One benefit to using Tasks is streamlining your business process.

Task Types

There are three task types: Document Deficiency, Pointer, and Signature Required. You select the task that best matches the work that needs to be done. The task types are defined as follows:

• Document Deficiency - Create this task type to indicate when a document is missing or is incomplete.
• Pointer - Use this task type to draw attention to a specific document or folder location for further action.
• Signature Required - Assign this task type when a user needs to digitally sign a document. (You must have the Document Management Suite license installed on your lmageNow system for the task Signature Required type to be available.)

Task Templates

Tasks are based on task templates you create. In a task template, specify the task type, set locations (folder, document, and page), an assignment list, a completion method (automatic with valid digital signature, manual and complete pending review), reasons (action and return), a due date method, and security options. Task template security allows you to determine the roles your users have when working with tasks.

Task Roles

The primary Content Task roles are creator, assignee, and reviewer. A task creator creates and assigns tasks to task assignees. These assignees, in turn, sign, complete, or return tasks. A creator can assign tasks to multiple users or to a single group. After a task assignee completes a task, a task reviewer may be required to review the task. A review is required when the completion method is set to "Complete pending review" in the task template.

Task Views

There are several task views available in Content Explorer that allow you to optimize task viewing and processing: My Assigned, To Review, Returned to Me, Complete Pending Review, and Returned by Me views run automatically when selected. The task results you see are based on your task role. For example, if you are a reviewer, when you select To Review, tasks that require your review appear. If you are not a reviewer and select To Review, no results are returned. You can customize the task startup and processing options for the My Assigned view. Although new task views cannot be created, administrators and users with the proper privileges have the ability to create public filters for a task view. The Content Explorer grid can be customized for the view or filter.

Task Levels

You can use task levels to assign a series of tasks. Each level in the series represents a single task and is sequential. A task series starts with Level 1 and contains at least two levels. When the task for Level 1 is complete, a new task is created for the task assignees on Level 2. When the Level 2 task is complete, and a third level exists, a new task is created for the Level 3 task assignees, and so on. You can assign up to ten task levels and, in turn, you can assign multiple users or a single group to each level. You can assign the same users or group to multiple levels, however, only the users and groups assigned to the task template are available for assignment.

You configure task levels when there are multiple assignees who need to complete a task in a specific order. For example, suppose you work in an accounts payable (AP) department that requires two levels of signatures for invoices over a certain amount before the invoice is paid. To address this requirement, you can create a signature required task with two levels. You assign the AP team lead to the first level and AP manager to the second level. Once the team lead completes the signing task for an invoice, a new signing task for that invoice appears for the AP manager.

When you want the ability to accelerate the task completion process, you can set a task series as a hierarchy. As with task levels, the task series hierarchy represents a single task that starts with Level 1 and contains at least two levels. However, with the hierarchy, an assignee at a higher becomes an optional assignee for all prior levels and can complete the task at any time. When an optional task assignee completes a task, that assignee's level in the hierarchy determines whether the next task in the series is created or if the series is complete. When you create a task series hierarchy, you must assign unique users to each level.