When working with tasks, you will need to understand the following:
Members of the Administrators group have permission to perform all task activities. Alternatively, you can assign roles to give users specific task-related permissions:
Tasks can be assigned a Task Category, then a Task Type. This gives users an additional way to filter their tasks.
Task Categories and Task Types have a hierarchical relationship: the Task Category is the parent, and the Task Type is the child. So, several types can be assigned to each category.
Some examples of Task Categories might be Engineering, Sales, Documentation, or Web Design. Examples of Task Types might be Edit Content, Update Documents, or Contact Customer.
NOTE: Only members of the Administrator User Group or users assigned the following roles can view, add, or edit task categories and types: Task-Create, Task-Delete, Task-Redirect. See Also: Defining Roles
You can create Task Categories and Task Types on these occasions.
NOTE: The View Categorization screen has a system-defined category (Form Submission Task) that can only be used with forms. You can change its name but cannot delete it. For more information, see Working with HTML Forms.
While in the View Categorization screen, you can collapse and expand Task Categories. To collapse a Task Category, click next to the Task Category name. To expand one, click next to the Task Category name.
The following example shows the View Categorization screen with one Task Category minimized.
From the View Categorization screen, you can create Task Categories and Task Types by clicking Add Task Type. The Add task Type screen appears.
From this screen, you can perform these tasks.
To add new Task Category and Task Type:
To add a new Task Type to an existing Task Category:
You can edit a Task Category's name. To edit a Task Category:
Task Types can be hidden from users by clicking the Not Available check box in the Add Task Type and Edit Task Type screens. By making a Task Type not available, you can suppress it without deleting it. You may want to do this if you are creating tasks for future use.
When you make a Task Type not available, you see the following warning: Are you sure you want to mark this task type Not Available?
After you make a Task Type not available, the assigned tasks’ Type and Category are changed to Not Specified.
You can delete Task Types by Task Category or individually.
To delete all Task Types, check the Delete all check box and then click Delete ().
The following example shows which check boxes on the screen are associated with All Task Types, Task Categories, and individual Task Types.
During the life of a task assigned to content, it normally progresses through a series of states. The state helps track a task’s progress from creation to completion and even removal from the database. When reviewing the history of a task, the state can be used to review which actions changed the task’s state by whom and when.
Some states can only be assigned by users while others are only assigned when an event occurs to the associated content. For example, when content is first submitted for approval, the associated task’s state changes to Not Started.
IMPORTANT: An administrator user can always change a task’s state to any other state.
The following graphic illustrates the sequence of user and system actions that change a task’s state.
A task remains pending while its content is in the approval process. When the last person in the approval chain approves the content, the task’s state changes to Completed. If any approver declines the content, the task’s state changes to Reopened. If an editor edits the content and then checks it back in, the task’s state changes to Reopened. (System action)
When you purge the task, it and all of its transactions are removed from the database. (User with delete permission can delete; only admin and user with Task-Delete role can purge.)