4.3.7 Create Approve Task

 

In order to create an Approve Task an item which is following an Advanced Workflow has to be sending for approval.


Send item for Approval:


  1. Navigate to the Workspaces Tab
  2. Click on the New Query icon (New Query windows appears)

  • Alternatively Click on the New Query icon on the left hand side




  1. Expand the Where Item Type Is menu
  2. Select relevant Item Type
  3. Specify other relevant Search Criteria
  4. Click Search
  5. Select required item


Note that only items with the status of Draft, Awaiting Review and Reviewed can be sent for Approval.


New Query - Document Search Results


  1. Send Item for Approval

  • Click the Check In icon
    • if the item is already checked in to the system please skip this step
    • if the item is checked out to other user and you have Document Control Override you will be able to Override their Check Out and Check the item in to the system
    • if you do not have document control override you cannot check out the item to yourself and then check it in
  • Navigate to the item row
  • Right-Click (drop down menu appears)


Item Drop-down Menu

  • Select Action Items (item workflow window appears)


Item Workflow Screen


  • Select Send for Approval
  • Click the Task Settings icon


Approval Task Settings


Note that the Task Settings are auto-populated based on the global Item Workflow Settings specified by the System Administrator.


  • View/Edit Approval Task Settings
  • Click OK
  • Click Action
  • Click OK
  • Click Close (task is created by the system and item’s status is changed from the current status to Awaiting Approval, email notifications are send to all involved actioners)


Note that once a Task is created it will appear in all involved actioner’s My Tasks in the User Suite


User Suite Task Row


Note that multiple Items can be selected from the New Query and send for Review at the same time where task settings can be altered for all selected items at the same time.