Assigning and Updating Tasks

You can assign tasks for a file to other staff members. When you assign a task, the assignee receives an email about the task assignment. The task will display on your Task Assignments tab in Document Central. The task also displays on the Task Assignments tab for the assignee.

Note: If an assignee does not have permission to access the file you are assigning a task for, you can grant the assignee temporary permissions. Once the task is completed and the file is returned to you, any permissions you have granted are disabled.

Click a link below to view instructions for assigning or updating a task.

Assign a task.

1. On a Document Central tab, right-click the file for which you want to assign a task, and then select Task assignment.
2. Enter the task information.
   1. Enter a task title.
   2. Click, and then select the staff member to assign the task to. When you click OK, the system checks whether the staff member has permission to access the file.
   • If the Assign temporary permission section is disabled, the staff member already has permission to access the file, and you can continue to the next step.
   • If the staff member does not have permission to access the file, the Assign temporary permission section is enabled. Select the permissions that you want to grant to the staff member. The temporary permissions apply only to the selected file. When the file is returned to you and the task completed, the temporary permissions are revoked.

   Permission	Allows the staff member to
   Cancel Check-out	Check a file back into Document without saving the changes made while the file was checked out.
   Check-in/Check-out	Lock a file for editing and then upload any changes made to the file to Document while the file was checked out.
   Preview	Display a preview of the file without opening it. You cannot edit files in preview mode.
   Download	Place a copy of the file in a location he or she specifies. The original document remains in Document.
   Edit	Make changes to the file.
   View History	Display the activity history for the file.
   Discussions	Create or view a discussion for the file.

   3. Select a status from the list.

   Note: If the status is Unassigned, the task will not display on the Task assignments tab.

   4. Enter or select a due date for the task.
   5. Enter instructions or other information about the task as needed in the Task comments box. Comments are saved as part of the file history.
3. Click Save.

Update an existing task

1. On the Task assignments tab, right-click the task you want to edit, and then select Task assignment.
2. Edit the task information as needed. The information that you can edit depends on the permissions assigned to you.
1. Edit the task title, if needed.
2. To change the assignee, click, and then select the staff member to assign the task to. When you click OK, the system checks whether the staff member has permission to access the file.
• If the Assign temporary permission section is disabled, the staff member already has permission to access the file, and you can continue to the next step.
• If the staff member does not have permission to access the file, the Assign temporary permission section is enabled. Select the permissions that you want to grant to the staff member. The temporary permissions apply only to the selected file. When the file is returned to you and the task completed, the temporary permissions are revoked.

Permission	Allows the staff member to
Cancel Check-out	Check a file back into Document without saving the changes made while the file was checked out.
Check-in/Check-out	Lock a file for editing and then upload any changes made to the file to Document while the file was checked out.
Preview	Display a preview of the file without opening it. You cannot edit files in preview mode.
Download	Place a copy of the file in a location he or she specifies. The original document remains in Document.
Edit	Make changes to the file.
View History	Display the activity history for the file.
Discussions	Create or view a discussion for the file.

3. Select a status from the list.

Notes:

• If a task status is set to Unassigned, the task will not display on the Task assignments tab.
• If you change the status and then save the task, any text previously entered in the Task comments box is deleted. However, the comments will be saved as part of the file history.
4. Edit the due date for the task.
5. Enter comments about the task as needed. Comments are saved as part of the file history.
3. Click Save.

Tip: You can add the Task assignments pane to your Dashboard. If you do so, you can view and work with your tasks without opening Document. For instructions on adding panes to your personal dashboard, see the Customizing Panes topic in the Dashboard Help.