Work with tasks

Select your operating system (below) to view guidelines for your device.



From the Tasks module, you can view your assigned WorkZone tasks, respond to a task, check task details, view the summary of your task and its attached documents in a single PDF file, view task documents, annotate tasks from the PDF view, and edit Microsoft documents (Word, Excel, and PowerPoint) with relevant Microsoft 365 app.

From the Tasks module, you can view your assigned WorkZone tasks and check task details.

All tasks in the task list are grouped into three sections: Open, Upcoming, and Closed. You can collapse and expand each section for easier navigation.

Tasks are marked according to their deadlines:

  • Deadlines are shown next to the tasks. A red bar to the right indicates the tasks where process deadline is overdue. A yellow bar indicates the tasks due within the next 24 hours.

About task deadlines and priorities

Deadlines

  • Green — The process is in progress.
  • Yellow — The process deadline is close.
  • Red — The process deadline is overdue.

Open a task to view more information about its deadline.

By default, the tasks are sorted by their deadline date. Tap Priority, Rank, or Updated at the top of the list, to sort the tasks by their priority, rank, or last updated date.

View a task

  1. Tap Tasks in the navigation pane.
  2. Tap a task to view its details.

Respond to a task (iOS only)

When you have received a task, you can respond to it. Depending on the type of task, you can, for example, Accept, Forward,Skip, Approve, Reject, or Reject to, Conditional approval, or OK the task.

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.

  • Click Approve or Reject to approve or reject the task. The case handler is then notified of your action, and the process can start over or move to the next phase.

  • Click Reject to, and select one of the approvers, if you want this person to take action, and you want to see this task again.

You can select to approve a task conditionally, if you expect your requested changes to be accommodated and you do not want to see this task again.

  • Click Conditional, and request changes from one of the previous approvers and from the case handler. Once the selected approver completes changes and approves, the task will 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.

Once you have responded to a task, the next open task is displayed. If there are no open tasks, the task list is displayed instead.

Other actions on a task

Most tasks have attached documents. Tap the document title to view its content.

Prerequisite:

You can view documents of the following formats: .docx, .xlsx, .pptx, .txt, .csv, .pdf, .jpeg, .png.

  • From the document view, tap and at the top to open the previous or the next document on this task.
  • Tap to refresh the currently opened document.
  • Swipe up and down to open the previous or next page of the currently opened document.
  • WorkZone PDF.
  • You must be online.
  • Documents must have a PDF-convertible file format. See Supported document formats.
  • Documents must be unprotected.

Tap to view the summary of your task and its attached documents in a single PDF file. Tap Edit to edit that PDF file.

You can edit or annotate your tasks in the PDF editor directly from a PDF view. Your edited PDF copy will be saved as a new document on the task, so this way you can suggest your changes without editing the original document. Also, this allows multiple users to suggest their edits as separate PDF copies of the same task.

Prerequisite:

  • WorkZone PDF.
  • This functionality is only available for extended and advanced submissions created in WorkZone version 2023.2 or later.
  • You must be online.
  • Documents must have a PDF-convertible file format. See Supported document formats.
  • Documents must be unprotected.
  • You must have write permission to the task.
  1. Tap .
  2. Tap Edit to open the PDF editor.
  3. Make your edits.
    • For annotations: 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).
  4. Tap Save. A new PDF document with your edits and/or annotations will be saved on the task with the name "<Document number> , <Task name> - <editor's user name>, <Date>". For example, "DT-05236, Application_02 - Ann, 08.05.2023".

You can edit the Microsoft documents, such as Word, Excel, and PowerPoint, in the relevant Microsoft 365 app.

Prerequisite:
  • You must have the Microsoft 365 app installed on your device.
  • You must be online.
  1. Tap a task document.
  2. In the document viewer, tap Edit. The document will open in the corresponding Microsoft 365 app.
  3. Make your changes, and tap Save (or enable the AutoSave functionality to have your changes saved automatically). Your updates will be uploaded to WorkZone.