Editing a Task

You can change any task information except for Assigned By and Created By.

1. Access the View Task page for the task, as described in .

   NOTE: You cannot edit a task when viewing it from the Content folder.

2. Click Edit. The Edit Task screen appears.
3. Edit the task and click Update.

Adding comments to tasks

Adding Comments to Tasks

You can add comments to an assigned task if you want to provide additional information about its status. For example, if you update a task’s status from In progress to Waiting on Someone Else, you can use a comment to describe the status change, such as:

left voice mail with John with questions about his changes to the home page

Comments appear on the Comments Tab of the View Task screen.

Several comments can be added to a task to record its progress from assignment to completion. When an approver approves or declines content from the Content Awaiting Approval screen, if the content has an active task, the Add Comments to Task screen appears. The screen lets the approver insert comments about the task associated with the content.

To add a comment to a task:

1. Access the View Task screen for the task, as described in Viewing a Task from the Tasks Folder.
2. Click Add Comment (). The Comments window appears.
3. Enter your comment in the editor. Note that you can format and spell check the text using the toolbar buttons.
4. Click Insert. The View Task screen reappears with the comment at the bottom of the page.

Updating comments

Updating Comments

1. Access the View Task screen that contains the comment you want to update, as described in Viewing a Task from the Tasks Folder.
2. Click the Comments tab.
3. Click the comment’s Date/Time link.
   

   

4. The Comments window opens with the comment displayed.
5. Update the comment.
6. Click Update.

Archiving a Task

After a task is completed, you may want to change its state to Archived. Archiving moves selected tasks from the Completed tasks list to the archived list. This change cleans up the completed tasks list, making it easier to use.

Archived tasks are typically kept for a predetermined time period, at which point an administrator deletes them (depending on your organization’s policies).

To archive a task:

1. Open Workarea> Reports > Tasks.
2. Click the view option corresponding to the state of tasks you want to archive. Typically, you would archive completed tasks.
3. A list of Completed tasks appears. Select tasks one at a time, or click the check box on the top left corner to select all.
   

   

4. Next to the Change to State field, click the down arrow to display the drop-down list.
5. Select Archived.
6. Click Set.

Deleting a Task

You can easily delete a task that is no longer needed. An administrator can change any task’s state to deleted. He would typically do so after it is completed or archived, depending on your organization’s policies.

Prerequisite: Must be a member of the Administrators group or assigned the Task-Delete role.

To delete a task:

1. Access the View Task screen for the task, as described in .
2. Click Delete(). A confirmation message appears.

   NOTE: The Delete button only appears if your system administrator has granted you permission to delete tasks. For more information, see Task Permissions

3. Click OK.

Deleting Several Tasks at Once

1. Open Workarea> Reports > Tasks.
2. Click the view option corresponding to the state of tasks you want to delete. Typically, you would delete archived tasks.
3. Select tasks one at a time, or click the check box on the top left corner to select all.
4. Click on the Change to State drop-down list and select Deleted.
5. Click Set.

Purging a Task

Purging removes a task and its history from the database.

1. From the Smart Desktop, choose Reports > Tasks > Deleted.
2. Select tasks one at a time, or click the check box on the top left corner to select all.
3. Click Purge.

Task Email Notification

Prerequisites: For email notifications to be sent, the following items must be true:

• Users have email enabled in their user profile.
• Users have a valid email address in their user profile.
  
• Ektron  is set up and configured to send emails.

Email notification for tasks is sent on these occasions:

• A task is assigned to a user.
• A task is redirected to a user.
• A task is submitted for content approval. Email is sent to the first user in the approval chain.
• The approval process moves on to the next approver.
• The content is declined at an approval stage. Email is sent to the assigned user.
• The content is published. Email is sent to the creator, assigned user, and the approvers.

See Also: Configuring email for Tasks and Content