Work with tasks

If you accept ownership of, for example, a distribution task, you become the case handler.

If you cannot or do not want to perform a task, you can forward it to someone else.

1. Tap Forward to.
2. Start typing a name, and then select it from the list.
3. Tap Forward.

You can skip some types of tasks. If you skip a task in a submission process, the task is forwarded to the next person in the approval order.

A task may involve approving or rejecting something, for example, a document. The case handler is then notified of your action, and the process can start over or move to the next phase.

If you, as a process owner, receive a response to your process, you will be asked to confirm receiving the response. The user tasks are then updated in the Processes overview and in Outlook, and the process will be closed.

On your task list, you can apply custom filters that are available to you. Custom filters are saved search lists (queries) created in the WorkZone OData QueryBuilder.

See WorkZone Process Administrator Guide for more information about creating, editing, and sharing queries.

• By default, no filters are applied.
• If there are no filters available to you, the button will not be displayed.

1. Tap at the top of the task list.
2. From a list of available custom filters, tap the filter you want to apply.

   -Or-

   To remove the existing filter, tap No filter.
3. Tap Done on , or OK on . The selected filter is applied.
Important: You will only see the tasks assigned to you.

If you are a delegate for another user, you can switch to this user's task list and work with their tasks. See WorkZone Client User Guide for more information about delegates.

• You can only work with one task list (your tasks or another user's task) at the same time. By default, your own tasks are displayed.
• The My tasks option will only appear, if you are a delegate for at least one user.

1. Tap My tasks at the top of the task list.
2. From a list of users that you are a delegate for, tap the user whose tasks you want to work with.

   -Or-

   To switch back to your own tasks, tap My tasks.
3. Tap Done on , or OK on. The task list for the selected user is then displayed.

When a new process is started, user tasks are automatically assigned the next available ranking. Tap Rank at the top of your task list to sort your tasks by their rank assigned in WorkZone Client. See WorkZone Client User Guide for more information about task ranks.

You can change ranking for your tasks to define the order in which you want them to be processed.

1. Tap Rank at the top of the task list.
2. Tap Edit.

3. Tap next to the task you want to reorder, and then drag and drop that task as needed.

   Tap and hold the task you want to reorder, and then drag and drop it as needed.

4. Tap Save changes.

Most tasks have attached documents.

• Tap the document title to view its content.

: The document opens in PDF format with the exception of Excel and some text file formats such as TXT and XML, which open in Quick Look. Documents that cannot be converted to PDF, for example video and audio files, open in the original format. See Supported document formats

: The document opens in PDF format. Documents that cannot be converted to PDF cannot be previewed.

• From the document view, tap and at the top to open the previous or the next document on this task.
• Swipe up and down to open the previous or next page of the currently opened document.

1. Tap Edit, and then tap:

Search	Search in all documents on the current case and add documents.
Add	Add a document from your device. You can: Browse and add documents from the device. Add photos from your photo library. Take a photo or record a video with your camera and add this photo or video to the task. Take a photo with your camera and add it to the task. Note: You can only add documents when you are online. Before adding photos, you will need to allow WorkZone access to them. Go to your device's Settings > Privacy > Photos > WorkZone, and allow access to the needed photos.
Filter	Apply filters on your documents (not archived or closed) and add documents. If you have added archived or closed documents to your Favorite documents, they will appear when you apply this filter. Note that this option only applies to extended processes.
Delete	Remove documents from the task.

2. Tap to return to the task, and then save or cancel your changes.

You can annotate PDF documents. The size of PDF documents that can be annotated depends on your organization's capacity and the network connection.

1. Tap the PDF document you want to annotate.
2. In the document viewer, tap Edit. The document then opens in the PDF editor.
3. In the PDF editor, tap Edit to open a toolbar with different annotation options. Tap the needed button in the toolbar, and then tap at the place in the document where you want to add an annotation. For example, tap Sticky note to add a sticky note to a specific section in the document. See Use PDF editor (iOS version)Use PDF editor (Android version).
: Add your annotations, and then tap Save.
: Add your annotations, and then tap BACK. You can now save or cancel your changes.

1. Tap the document you want to share.
2. In the document viewer, tap Share ( on , or on ), and select a relevant app.

1. Tap Edit, and then tap:

Search	Search for employees and units that have email information registered, and add them as actors.
Actor sequence	Search in actor sequences and add sequences. Note that this option only applies to extended processes.
Delete	Remove actors.

2. Tap to return to the task and save or cancel your changes.

1. Tap Edit, and then tap Change order.
2. Drag a document or an actor to a new position to change the order of, for example, documents and approvers in a submission task.
Tap to return to the task and save or cancel your changes.