Tasks and Notes

This section provides an overview of the "Tasks and Notes" window (accessible from the main menu: select "View" > "Tasks and Notes").

The "Tasks and Notes" window is divided into the following sections:

  • Toolbar with icons:

    At the top, you'll find all the buttons for task management.

  • List of assigned tasks:

    This lists all tasks and notes for the selected document.

  • Details:

    This shows details about a task or note.

Is nothing displayed in all sections?

No task has been assigned to the selected document, or you haven't selected a document yet.

Select a document in the document list that is linked to a task.

The Toolbar

This toolbar allows you to link tasks, notes, notifications, and task lists with a document. The target person must then complete the task or forward it if they cannot handle it.

You can respond to and complete tasks and view the history of a task if there is one.

Icons displayed in transparent gray are not available in the current editing status in STP Documents.

The "All Tasks for the Document" Window

Click the Button (Overview) in the toolbar with the left mouse button.

The "All Tasks for the Document" window is divided into the following sections:

  • Filter:

    At the top, you can use a filter to hide tasks from the task list. You can filter by status and types of tasks.

  • List:

    On the left, all tasks for the document selected in the document list are displayed.

  • Details:

    In the middle right, details of a task selected from the list are displayed.

  • History:

    At the bottom right, all completed steps of the task lists are displayed.

Filter

  • Select the status and types you want to filter out from the displayed tasks in the "Filter" section. Click the corresponding icons to do so.

    Only the gray-highlighted symbols of the task status and types are considered for filtering. By default, all possible symbols are already selected for filtering. The Button X next to the Filter Button clears all set filters.

  • Confirm the filter settings by clicking the Filter Button.

  • If needed, click the header of a column in the list to sort the tasks and task lists in that column alphabetically or numerically.

  • Click on the task or task list in the list to view its details.

  • Click the Close Button to hide the overview again.

Task Status

The status of a task is displayed in the "Tasks and Notes" window and the "All Tasks for the Document" window in the "Status" column.

Start a New Task List

  • Click the Button (New Task List) with the left mouse button.

    Alternatively, you can start a task list from the main menu. Click on "Tasks and Notes" > "New Task List" or press the keyboard shortcut [Ctrl]+[F2].

  • Navigate through the folder structure in the "New Task List" window and click on the desired task list with the left mouse button.

  • Select the task from the list in the "Tasks" section that you want to edit and assign.

    For strict task lists, the first task is automatically assigned. You cannot assign another task.

    Make the appropriate settings for the first task in the task details and, if necessary, comment on the task in the provided input field.

    Only for the Checklist task type can you configure all tasks.

    For all other task types, you can only edit the settings of the first task.

    Task Title

    Select the starting task of the task list.

    Configurable for Free Lists, Checklists, and Combined Lists.

    Complete by

    Select the completion date for the chosen task.

    Configurable for Free Lists, strict Lists (if not already preset), Checklists, and Combined Lists.

    Resubmission

    Select the resubmission date for the chosen task.

    Configurable for Free Lists, strict Lists (if not already preset), Checklists, and Combined Lists.

    Client

    The creator of the task list. Not configurable.

    Assignee/Group

    Select the assignee or group to complete the task.

    Configurable for Free Lists, strict Lists (if not already preset), Checklists, and Combined Lists.

    Result to

    Select the person or group to receive confirmation of the completed task.

    Configurable for Free Lists, strict Lists (if not already preset), Checklists, and Combined Lists.

    Urgent

    Assign or remove the "Urgent" status for the task.

    Configurable for Free Lists, strict Lists (if not already preset), Checklists, and Combined Lists.

  • If you are configuring the Checklist task type, repeat the previous two steps until you have assigned all desired tasks in the task list.

  • Start the task list by clicking the Start Button.

Create a Single Task

To create a new single task, you must first select a document.

To create a new single task, follow these steps:

  • Left-click on the Button (New Single Task).

    Alternatively, you can create a single task by pressing the keyboard shortcut [Ctrl]+[F1] or selecting "Tasks and Notes" > "New Single Task" from the main menu.

  • In the "Available Users/Groups" section, select the person(s) or group(s) you want to assign the single task to. Click on the corresponding name and add it to your selection using one of the following buttons:

    • Button > (Add individual people or groups to your selection).

    • Button >> (Add all people and groups to your selection).

  • To remove people or groups from the "Recipients" section (for selected users/groups), click on the corresponding name in the selected list and remove it using one of the following buttons:

    • Button < (Remove individual people or groups from your selection).

    • Button << (Remove all people and groups from your selection).

  • If necessary, select a date by which the single task should be completed.

  • If needed, enter in the Page and Paragraph fields which page and paragraph the single task in the selected document refers to.

  • If the single task should be displayed on the desk with the status Urgent, check the corresponding checkbox.

  • Confirm the single task by clicking the Send Button.

Create Urgent Task

To create a new urgent task, you must have marked at least one document in the document list beforehand. To create a new urgent task, follow these steps:

  • Left-click on the Button (New Urgent Task).

    Alternatively, you can create an urgent task by pressing the keyboard shortcut [Ctrl]+[F6] or selecting "Tasks and Notes" > "New Urgent Task" from the main menu.

  • Continue as described under "Create Single Task".

Create Follow-Up

The follow-up differs from the single task and urgent task in that there is an additional follow-up date when the document should be presented again.

To create a new follow-up, you must have selected a document beforehand. To create a new follow-up, follow these steps:

  • Left-click on the Button (New Follow-Up).

    Alternatively, you can create a follow-up by pressing the keyboard shortcut [Ctrl]+[F4] or selecting "Tasks and Notes" > "New Follow-Up" from the main menu.

  • In the "Available Users/Groups" section, select the person(s) or group(s) you want to assign the follow-up to.

  • In the "Recipients" section (for selected users/groups), select the person(s) or group(s) you do not want to assign the follow-up to.

  • If needed, enter the text for your follow-up in the Task Description input field.

  • If necessary, select a date by which the task with the Follow-Up date should be completed.

  • If needed, enter in the corresponding Page and Paragraph fields which page and paragraph the single task in the selected document refers to.

  • Confirm the follow-up by clicking the Send Button.

Create Notification

The notification differs from, for example, the single task (besides the icon) only in that it is meant to notify and therefore no date can be set.

To create a new notification, you must have selected a document beforehand.

To create a new notification, follow these steps:

  • Left-click on the Button (New Notification).

    Alternatively, you can create a notification by pressing the keyboard shortcut [Ctrl]+[F5] or selecting "Tasks and Notes" > "New Notification" from the main menu.

  • In the "Available Users/Groups" section, select the person(s) or group(s) you want to assign the notification to.

  • In the "Recipients" section (for selected users/groups), select the person(s) or group(s) you do not want to assign the follow-up to.

  • If needed, enter the text for your notification in the Task Description input field.

  • Confirm the notification by clicking the Send Button.

Create Note

You must have selected a document in the document list.

To create a new note, follow these steps: - Left-click on the Button (New Note).

Alternatively, you can create a note by pressing the keyboard shortcut [Ctrl]+[F3] or selecting "Tasks and Notes" > "New Note" from the main menu.

  • Enter the text for your note in the Text input field.

  • Confirm your note by clicking the Save Button.

    Note

    Notes can only be deleted from version 8.5 in the Outlook DESK and the Pro Client via the context menu.

Respond to Task

  • Click on the task you want to respond to in the task list.
  • Left-click on the Button (Respond to Task).
  • In the "Available Users/Groups" section, select any additional people, if necessary, to whom a copy of the responded task should be sent.
  • In the "Recipients" section (for selected users/groups), choose the people or groups you want to remove from the list.
  • If needed, enter the text for the task response in the "Task Description" section.
  • If applicable, select a date by which the task should be completed. Additionally, if needed, enter the page and paragraph fields to indicate which page and paragraph the task refers to in the selected document. Choose whether the document should receive the status Urgent by checking the corresponding option.
  • Confirm the task response by clicking the Send Button.

Forward Task

  • Click on the task you want to forward in the "Tasks and Notes" window.
  • Left-click on the Button (Forward Task).
  • In the Forward to dropdown, select the person you want to forward the task to. Click on the dropdown and select the appropriate name with another click.
  • If needed, enter the text for the Task Forwarding in the comment section.
  • Confirm the task forwarding by clicking the Send Button.

Complete Task

  • Click on the task you want to mark as completed in the "Tasks and Notes" window.
  • Click on the Button (Complete Task).
  • If the "Complete Task" prompt appears, confirm by clicking the Yes Button.
  • If needed, enter the text for completing the task in the text input field.
  • Confirm your feedback by clicking the Send Button.

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