Manage documents and actors on a task

After a process has been started, for example a basis submission or an extended distribution, the process owner can at any time make changes to a task on any actor's behalf. If you are an actor (or delegate for an actor) in a process, you can reorder, add or remove content such as documents and actors.

You must work online to be able to edit a task.


Manage documents and actors

To edit the content of a task, follow these steps:

  1. Open the task. For example, you can open a task from the Processes overview, from a common mailbox, or the inbox of a person who you are a delegate for (if this person has as given you access to it). You can also open it from WorkZone Mobile. See WorkZone Mobile User Guide.
  2. Make your changes, for example, editing approvers (actors) and documents.

    3. Edit actors or approvers

    Click to enable edit mode.

    • Under Approvers, click the following icons to add an actor or approver:
      • Search for actors or approvers. You can search for contacts of the type Employee and Organizational unit that have email information registered.
      Select an actor sequence. For more information, see Work with actor sequences.
    • Remove an actor or approver: In the Actors section, click to remove an actor or approver.
    • Reorder the list of actors or approvers: Select a name and drag it up or down to change the order of approvers for a task.

    Edit documents

    Click to enable edit mode.

    • Under Documents for approval or Supplementary documents, click the following icons:
      • Search for documents associated with the case.
      Click to apply a filter for documents such as Recent documents. When you apply a filter, documents that are archived or closed are show only if you have added them as favorite documents. Otherwise archived and closed documents are not shown on filtered document lists.
      When working with basis hearings, click to search or filter for documents.

      For a hearing, you cannot edit process documents or actors, but when you provide an answer to a task, you can add a document in addition to a comment.

    • Remove a document: In the Documents section, click to remove the document.
    • Reorder documents: Drag a document up or down.
  3. Save your changes in one of two ways:
    • Click Save. You can now close the window.

      • - Or -

    • If the task is assigned to you, or you are the delegate of this person, respond by clicking Approve, Reject, Skip, or Forward - see also, for example, Respond to a submission.

The task has now been updated. Future actors will receive the updated content in their tasks.

Notes:  

  • A task will be locked, if someone else is already working on it when you open it. See Locked tasks.
  • If someone else has updated a task after you have opened it, and before you have responded to it, it will be updated automatically. However, from WorkZone for Office, you need to refresh it before you respond. See Refresh a changed task in the WorkZone for Office User Guide.