Working on a task #
Click any task to open its task page. This is where the work happens: you read the request, add what is needed, and move it to the next step.
The layout #
The task page has three parts:
- The header: the task name and form, a Locked badge if the document is locked, Print, the ⋮ menu and Go Back.
- The main area: three tabs. Approved History lists every step and action with its comment; Details shows the form as it was submitted; Item Details shows extra details the form carries.
- The side panel: by default it shows the current step with its actions, the Task Approvers and the Work Flow timeline. The icons on the right edge switch it to Tags, Attachments, Notes and History.
The ⋮ menu #
| Option | What it does | Who sees it |
|---|---|---|
| Prints the form in the school's layout | Everyone, where the form has a print layout | |
| Reload Task | Fetches the latest version of the task | Everyone |
| Workflow Map | Shows every step of this workflow and where the task is now | Everyone |
| Download | Downloads the form and its data | Everyone |
| Delete Task | Removes the task from all lists. It is kept in the database and can be restored by your administrator. | Admins and users whose profile allows it |
| Restart Workflow | Clears the history and sends the task back to the first step. Unlocks it if it was locked. | Admins and users whose profile allows it |
| Lock Document / Unlock Document | Stops (or allows) further changes | Admins |
After choosing Workflow Map, the button next to the menu changes to Workflow Map; press it to open the map. It shows each step, the actions between them, who acted, and the route this task has taken (thick arrows).
The form #
Open the Details tab to read the request as it was submitted, section by section. Staff with edit rights can correct it (not on a locked document).
Taking an action #
When the task is at a step where you are an approver, the side panel shows that step's actions as buttons, for example Approve & Sign and Send Back to Office.
- Open the task; if the side panel shows something else, press the Actions icon at the top of the right edge.
- Press the action you want. The task moves to the next step straight away, and the people at that step are notified.
- If the action is a rejection or a return, add a note explaining why, so the person who raised it knows what to do.
Each action is recorded in History and cannot be undone silently. If a task needs to start over, an admin can use Restart Workflow.
Tags: the processing details #
Tags hold what the school records while handling a request, as opposed to what the requester filled in. For a staff leave, the HR manager fills Days Approved, Balance After Leave, Substitute Arranged and Payroll Impact.
- Edit the values and press the save icon. A red dot on the icon means you have unsaved changes.
- If you switch tabs with unsaved changes, you are asked to Save or Discard.
- Some tags are linked to a field on the form. They fill in automatically, show the form's value, and cannot be edited on the Tags tab.
Notes #
Press the Notes icon, then Take a note… to write one. Everyone working on the task sees the conversation.
Attachments and linked documents #
- Add attachment uploads a new file to the task.
- Link a document from the system attaches an existing record, without uploading it again.
- Whether you can add or remove attachments depends on your profile.
Working with several tasks #
Tasks open as tabs at the top of My Tasks, so you can keep a few open and switch between them. Closing a tab does not change the task.