How to Complete a Task in Projects

Content

Tasks in Projects

Tasks allow individuals (with special permissions, mainly Power Users) to collaborate with team members when creating and editing documents in PolicyManager. Tasks are part of the workflow of a project and can be assigned to authors, reviewers and approvers. 

 

What is Projects?

Projects is the area of PolicyManager™ where you have the ability to update existing documents or draft brand new documents from scratch. You can add a new template, set up a workflow for a collaborative process with other team members, and much more.

Please note that only users with Projects privileges may participate in this activity, and some sections in this area are also subject to privileges.

 

How to Complete a Task in Projects

Once individuals are assigned to projects, they receive an email notification with all the necessary information. Users can either click on the link available on the email and go straight to the task, or they can choose to log in and find the task in Projects. Please see the image below:

1. Once logged in, click on the Projects icon at the top of the window: 

2. To complete a task such as being the author of a policy, click on "Author" under My Tasks. Any other tasks assigned to the individuals will be listed under this section.

3.  Then you must click on the document to start the task.

4. From the Project Info Tab, you will be able to see the Project information, the Project participants as well as the task and Communication History. The next step will be clicking on the Document tab to access the actual document to complete the task.

 

Document Tab

There are 2 different scenarios:

1. Edit Online: This feature will allow users to access the document within PolicyManager as long as the format is doc., docx, xls., xlsx.

2. Use Download/Upload feature: This feature will allow users to download and upload documents within PolicyManager in the above formats as well as PDF format.

Please keep in mind that the Reviewer cannot edit the document, only add notes to the project. The only available options for Reviewers are "View Online" and " Use Download Feature".

  Once you finish making the final changes and the document is ready, you will click “Update Document”. If you do not click this button your changes will not be saved.

You can approve it or reject it if you have been assigned the Reviewer or Approver Task. In case there are changes to be made by other individuals, and you decide to reject it, you will need to provide a reason for the rejection, and then the document will be sent back to the previous person in the workflow.

 

For the Authoring task there will be an option to “Complete Task” instead of approving. In this step, there is also the "Save Incomplete" button

Adding Notes

All project participants can add notes to the project - "Add Note" is available in the top right corner. It is mostly used by the reviewers as they cannot edit the actual document.

 

How does the document get published?

Once the individual completes the task it will be sent to the next person in the workflow. When everyone in the workflow has completed their task it will be sent to the Publisher to be manually published if this is the option that has been selected during the set-up of the Project. Otherwise, the document will automatically be published.    

 

Important:   If the creator of the projects requests authors, reviewers or approvers to review, add or change attachments, the Content Linkage can be used during the task, or after the tasks have been completed.