Naming tasks and assigning roles
Perform these steps to name tasks and assign roles to them.
Procedure
- Display the Task Properties window using one of the following methods.
- Double-click the task’s icon in the Workflow.
- Right-click the task’s icon and select Properties from the menu that appears.
- Click the task’s icon and then click Edit > Properties.
- In the Task Properties window, enter a name for the task in the Name field. The Name field is on the General tab in the window—this is the default view.
You can name custom tasks or rename the standard, generic tasks.
- If you have custom icons, select the icon you want to display for the task.
See the Contenta Administration User topics for information about custom icons.
- Leave the Due Date field empty.
The due date is assigned on a project-by-project basis and is specified in the Project Workflow.
- Click the Role tab at the top of the Task Properties window.
- From the drop-down list next to the Role field, click the role you want to assign to the selected task.
- To assign the task to a workpool, select the workpool from the drop-down list next to the Role field.
Make certain that all users in the workpool have the workpool container object on their desktops. When a Project or an object in a ContentRoutingProject is forwarded to a workpool, it is placed in the workpool container, and not directly on a user’s desktop or in his or her inbox.
- If you want to assign a task to a custom role, the role must be created before creating the workflow.
If the role has not been created, edit the Workflow template after the role is created and assign the role to the task. Note however, that if the template is assigned to a ContentRoutingProject or Project before the template is edited, the project Workflow will not have the new role assignment. It will therefore be necessary for you to edit the project Workflow separately.
- To assign the task to a workpool, select the workpool from the drop-down list next to the Role field.
- If you are creating a template that has users assigned to the tasks, select the user from the Available Users list and click the top arrow to add the user to the Team Members list.
If you are creating a generic workflow and want to assign the users on a project-by- project basis, do not choose the Team Members. Instead, leave the Team Members field empty.Note: The list of Available Users is comprised of desktop names that have the selected role in their metadata—that is, the role has been entered in the Role field of the Property Sheet.
- Click OK when you are finished editing the task.
- Repeat the process described in the preceding steps for each task.
- When roles have been assigned to each task in the workflow, click File > Save in the Workflow Template Edit window.
- When you have finished editing all the tasks, click File > Exit to exit the Workflow Template Edit window.