1. Checking Document Access
When you create a task in the system, it automatically checks if the assignees selected for this task have access to the document.
This applies to all types of tasks* you can create, including:
Single Tasks
Reminders
Notifications
Urgent Tasks
Task Lists
(For each task list, individual steps or each step are checked. For checklists, all steps are checked.)
*Note: All the terms mentioned above are collectively referred to as "tasks" in the following documentation.
2. When Creating a Task for a Single Document
If you create a task or a task list for a document and all the assigned assignees have access to this document, the task will be created and processed as usual.
However, if one or more assignees do not have access to the document, a dialog will appear. This dialog informs you that one or more assignees do not have access to the document and displays the following information:
The Title of the affected document
The Document ID (a unique identification number for the document)
A list of Assignees who do not have access to the document
In this dialog, you have two options:
Cancel: This option cancels the creation of the task. You will then be taken back to the task dialog, where you can make changes, such as changing the assignee or checking document access.
Create Task Anyway: If you choose this option, the task will be created for the assignees who do not have access to the document. This means the assignee will be assigned the task but will not be able to view the document.
Controls
Standard DESK
3. When Creating a Task for Multiple Documents
If you select multiple documents for a task, the system checks each document to see if the assigned assignee has access to it.
If there are access issues for one or more of the documents, a dialog will appear, detailing for each affected document:
The Document Title
The Document ID
The Assignees who do not have access to this document
You again have two options, as with the single task:
Cancel: You cancel the creation of the task and return to the task dialog.
Create Task Anyway: You can continue to create the task even if some assignees do not have access to the document.
4. Default Action and User Decision
The dialog that alerts you to the lack of access has the Cancel button activated by default. This means that if you simply use the [Enter] or [OK] keys, the task will not be created, and you can return to edit the task.
If you want to create the task despite the lack of access to the document, you must explicitly click the "Create Task Anyway" button. In this case, the task will still be created, but it will not be viewable by the assignees who do not have access to the document.
Summary of Dialog Options
Cancel: You exit the dialog and return to the task dialog. Here you can still edit the task, such as changing the assignee or checking the document's access rights.
Create Task Anyway: The task is created for all selected assignees, even for those who do not have access to the document. In this case, the affected assignees will not have access to the document and cannot perform any further actions related to the document content.
This process helps ensure that no tasks are created that involve assignees who cannot fully process the task due to lack of access to the document.
Related to