Edit and Complete Tasks

Answer Task

  • Click on the task you want to answer from the list of tasks.

  • In the "Tasks and Notes" window, click the Answer Task button.

  • If needed, select additional people or groups in the "Available Users/Groups" section to send a copy of the answered task to.

  • Enter the text for the task response in the "Description" section of the task.

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

  • If you want to receive an automatic confirmation after completing the task, check the appropriate box.

  • Click the Send button.

Forward Task

Here's how you can forward a task if, for example, you're not responsible:

  • In the "Tasks and Notes" window, click on the task you want to forward.

  • Click the Forward Task button.

  • Select the person you want to forward the task to from the "Forward to" dropdown menu.

  • If needed, enter text for the task forwarding in the comment field.

  • Click the Send button.

Change Task Settings

  • Click on the task you want to edit from the list of tasks.

  • If needed, change the due date and reminder date in the "Complete by" and "Reminder" fields, and add comments to the task in the Comment on Current Task field if necessary.

  • Confirm your changes by clicking the Save Changes button.

    Your changes have been saved. If you entered text in the Comment on Current Task field, it will be displayed in the task field above.

Complete Task

  • Click on the task you want to mark as completed from the list of tasks.

  • Click the Complete Task button.

  • If the task completion confirmation window appears, confirm it by clicking the Yes button.

    If the "Send Automatic Feedback to Client" window appears, enter the feedback text for the task in the "Text" section. Click the Send button.

Complete Task from a Task List

  1. In the "Tasks and Notes" window, click on the task from a task list that you want to complete.

    After creating new task lists in task management, STP Documents needs to be restarted.

  2. Click the Complete Task button.

    The "Complete Task" window is divided into the following three sections:

  3. Listing Section

    All tasks from a task list are listed here.

  4. Detail Section

    The task details for the task marked in the listing section are displayed here.

    If the detail section is not displayed, you are currently completing the last task of the task list; in this case, proceed to step 5.

  5. Result Report Section

    Here you can write a report on the current task and send it to users and user groups you want to inform about the completion of the current task.

    The task marked in the list of next task steps is the next task to be performed from a list that you assign to a user or user group using the "Edit Task List" window.

  6. Select the task from the list of next task steps by clicking on it, where you want to configure the details and assign it to a user or user group.

Help in Case of Problems

Can't select any task other than the default one?

This means the task list is a strict task list. This means the order of tasks within the task list is predetermined and no changes to this order are allowed.

However, you can interrupt the strict task list. To do this, click the Interrupt Task List button at the bottom of the "Edit Task List" window.

If you interrupt the strict task list and select a task out of order, please note the following:

  • If the task you selected is completed, all subsequent tasks must be completed again.

  • The strict task list remains a strict task list, just with a newly chosen starting point.

Example

A strict task list consists of ten tasks. If you notice after completing five tasks that the second task was not done correctly, you can interrupt the task list and reassign the second task. Once the second task is completed, the task list must be continued from the third task.

  • In the detail area, make the appropriate settings for the task marked in the listing area and, if necessary, comment on the task in the designated input field.

    Task Title

    Select the task from the task list that you want to assign.

    Configurable in Free Lists, Checklists, and Combined Lists.

    Due Date

    Select the completion date for the chosen task.

    Configurable in Free Lists, Strict Lists (if not already preset), Checklists, and Combined Lists.

    Follow-up

    Select the follow-up date for the chosen task.

    Configurable in Free Lists, Strict Lists (if not already preset), Checklists, and Combined Lists.

    Creator

    The creator of the task list. Not configurable.

    Assignee/Group

    Select the assignee or group who should complete the task.

    Configurable in Free Lists, Strict Lists (if not already preset), Checklists, and Combined Lists.

    Notify

    Select the person or group who should receive confirmation of the completed task.

    Configurable in Free Lists, Strict Lists (if not already preset), Checklists, and Combined Lists.

    Urgent

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

    Configurable in Free Lists, Strict Lists (if not already preset), Checklists, and Combined Lists.

    Comment on Next Task Step

    Provide the assignee with notes and information about the next task step.

  • If needed, enter text in the Notify input field that you want to send to one or more users for completing the current task.

    If you only want to display users who are in groups you belong to, check the box next to Only Users in My Group(s).

    If you have selected an entire group, you have two options for how the group will receive the report:

    • By default, each user in the group will see the same report in the group workbook. Once a user marks the report as read, it is completed for the group and will no longer be displayed to other users.

    • If you want each user in the group to read the report separately, check the box To All Users in This Group(s).

      Example: Each user must read the new company policies.

  • If needed, check the Urgent box in the "Report" area if the report should have the "Urgent" status.

  • Complete the current task and simultaneously start the task selected in the task steps list by clicking the Send Button.

    The current task you selected at the beginning in the "Tasks and Notes" window is now completed. If you created a report for this task, it has been sent to the appropriate users.

    The task you selected in the "Edit Task List" window in the listing area has been assigned to the appropriate users - this only applies if it was not the last task in the task list.

    If you are completing the last task, the Send Button is grayed out. In this case, click the End Task List Button to finish the task list.

    If you do not want to assign any of the remaining tasks from a task list, also click the End Task List Button. The current task will be marked as completed. If you entered a report for it, it will be sent to the appropriate users.

    When forwarding a task, the task text is supplemented with the comment "Forwarded by <User> on <Date>".

    For documents assigned the same task lists in the same task step, these task steps can now be completed together and moved to the next task step.

Important Restrictions

No more than one active task list can be assigned to the document. Multiple individual tasks cannot be completed at once. Further processing must be done by the same assignee and with the same deadlines for all documents.

The task list management must be licensed to use this feature.

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