Task Worksheet: Concepts

Design Considerations

Typically, you create tasks as steps in a workflow template. Then you create a project or change order from the template. However, project managers can insert tasks from the task worksheet and the task list in a project or change order. Keep these points in mind when you add a task:

If you are creating or editing a project or change order that was not created from a template, you can add only regular tasks.
You cannot insert a task before the start task or after the end task.
You can insert simple tasks from the task worksheet or the task list in a project or change order.
You can insert regular tasks only from the task worksheet.
If you assign a role to a task, refer to the Considerations When Assigning Roles to Step Checklists and Data Collection Templates section for more information.

Varieties of Tasks

Different varieties of tasks are available for a project or change order.

Variety	Description
Task	A regular non-review work item. Sometimes referred to as a regular task.
Simple Task	A non-review work item that you can add from the task worksheet or the task list in a project or change order. Simple tasks have the start task as their predecessor and the end task as their successor, enabling the task to remain independent of the timelines and outlooks of the project's other tasks. After you insert them into a project or change order, simple tasks are not differentiated from other tasks.
Review Task	A work item that is a review.
Iterative Task	A non-review work item that contains a sub-workflow, and that must meet certain criteria to proceed to the next task.
Iterative Review Task	A review item that contains a sub-workflow, and that must meet certain criteria to proceed to the next task. For example, if the financial reviewer votes to reject a proposal, the review process must start over.

Note:
You can create a project or change order without using a template. However, the task types you can use are limited to regular tasks and simple tasks. You create review tasks and iterative tasks in the Workflow Designer module. Then, you create the project or change order by applying the template.

Interpreting Statuses

Work status is different from task status, which indicates the overall status of the task. For more information on work statuses, task statuses, and how they work together, see Overview of Statuses in Tasks.

Key Fields

The task's task status and its type determine which fields appear and are available to edit. For more information, see Overview of Statuses in Tasks. Data collection templates, checklists, and documents that you define for a task also determine the fields that appear.

Details
Additional Fields, Sections, and Tabs
Page Layout
Document Layout
Notes
Actuals Summary
User Data
Notification

Details

Field	Description
Task Status	The task status is the task's overall status. It determines who sees the task, what users can do with the task, and how the task's status can change. For more information, see Overview of Statuses in Tasks.
Work Schedule	The work schedule determines the days and hours of work for the task, and whether weekends are included. Each task has 1 work schedule assigned to it. You can edit this field only when the task status is Draft, Pending, or Projected. For information about defining work schedules, see Work Schedules.
Time Zone	The time zone for the project appears here.
Auto Close	This field is used for regular tasks. If Yes or Yes Milestone appear in this field, the task does not have assignees and will close automatically. If the task is a milestone, select Yes Milestone. You can edit this field when the task status is Draft, Pending, or Projected. Start tasks and end tasks have 0 duration. Therefore, they always must close automatically, and you cannot edit the Auto Close field for them. Typically, milestone tasks are also designated as 0 duration and are closed automatically. The Page Layout tab and the Document Layout tab are not available for tasks that are closed automatically.
Allow Remove	This field indicates whether the task can be removed. If you add a task on the task worksheet, this field is set to Yes.
Voting Style	This field appears if the task is a review task. This field is read-only unless the task status is Draft. Voting style determines how initial notifications are sent and when the vote result is set.
Vote Result	This read-only field appears if the task is a review task. This field displays the final result of the vote for the review.
Workgroup Action	This field is available for regular tasks that have not yet been assigned. The workgroup action determines who is required to close a task. Updating this field can automatically alter the task's task status. You should edit this field only if the task status is not Closed. Example: Suppose the workgroup action is set to All Must Close, and only 1 assignee has closed the task. The project manager updates the workgroup action to One Must Close. The task closes automatically because 1 assignee has already closed it. After it closes, other assignees cannot edit the task. The value you select needs careful consideration when a task is assigned to multiple users. For more information about the workgroup action options, see Closing Tasks. You cannot specify a review task's workgroup action.
Auto Accept	This field appears if 1 or more of these conditions is true: The task is a regular task or an iterative task. The workgroup action is not One Must Close. The Auto Close field is set to No. This field determines whether a task moves automatically from a Pending or Projected task status to an In Process task status.
Allow Task Delegation	This field appears if the task or review task is not set to auto-close. This field indicates whether the assignee can delegate the task to another user.
Requires Electronic Signature	This field appears if the task or review task is not set to auto-close. This field indicates whether assignees must type their electronic signature in order to close the task.
All Must Vote	This field appears if the task is a review task. This field determines whether all assigned reviewers must vote on the review, even after the review's vote result has been decided. For example, if this field is set to Yes for a review with the majority voting style, all reviewers must vote, even after a majority of voters have voted to approve, approve with changes, or reject. If the voting style is sequential, this field is automatically set to No.
Document Level Voting	This field appears if the task is a review task. This field indicates whether reviewers vote on each individual document in the review, instead of casting 1 vote for the entire review. If the voting style is not Consensus, this field is automatically set to No. Because the voting style is Consensus, 1 vote to reject any document causes that document to be rejected and, therefore, the review to be rejected.
Start Type	This field determines the behavior of the task's Begin Date, End Date, and Estimated Duration fields. You can edit the Start Type field when the task status is Draft, Pending, or Projected. If the task status is Removed or Canceled, the Start Type field changes to As Soon As Possible or As Late As Possible, depending on how the project was set up. This prevents the task that was removed or canceled from affecting the outlook of the project or change order. If you use a fixed date for the task, these dates do not reset when you reset the baseline for the project or change order. You need to manually alter these dates. For more information about start type behaviors, see Start Types.
Fixed Source	This field appears if you set the Start Type field to Fixed Begin, Fixed End, Start No Earlier Than, or Start No Later Than. Select the date that determines the task's fixed date. The options listed in this field are based on extended attributes you configure. Be sure to use extended attributes that appear on the Details tab for the user. Placing the start date information on a tab other than the Details tab can create problems if some users cannot view the other tab.
Source Behavior	This field appears if you set the Start Type field to Fixed Begin, Fixed End, Start No Earlier Than, or Start No Later Than. A task with a Fixed source behavior will use the Fixed Source to calculate the task’s date once and then won’t change it. A task with a Dynamic source behavior will use the Fixed Source to calculate the task’s date and then will update the task’s date if the date in the source attribute changes.
Fixed Source Offset	This field appears if you set the Start Type field to Fixed Begin, Fixed End, Start No Earlier Than, or Start No Later Than. When a task with a fixed date starts, the application uses the offset to determine how long before or after the selected fixed source the task should begin.
Begin Date and End Date	The begin date indicates the date and time you plan to start the task. The end date indicates the date and time you plan for the task to end. When you enter the duration, the application calculates the end date. If you change the begin date, the end date recalculates based on the new begin date and the estimated duration. Calculations are based on the work schedule applied to the task and the system parameter that specifies how many hours are worked per day. Note: Fixed begin dates or fixed end dates can override the work schedule. For example, if you apply a work schedule that does not include weekend work, but you set Saturday as a fixed begin date for a task, the begin date will be Saturday. The work schedule setting to not allow weekends does not affect it.
Estimated Duration	This field indicates the amount of time you expect the task to take. If you remove or cancel a task, the Estimated Duration field changes to 0. This prevents the removed or canceled task from affecting the outlook of the project or change order. The task's work schedule is set to not include weekends. The work hours are set from 9:00 A.M. to 5:00 P.M. for the work days. If the begin date is Friday June 9, 2013 at 9:00 A.M. and the end date is Thursday June 15, 2013 at 5:00 P.M., the duration is 5 days. Note: If you make a change to a begin date or an end date, the duration will change.
Estimated Work	This field indicates the number of hours or days of work you expect will be needed to complete the task.
Predecessors	This field determines where to place the task in the project or change order. All tasks must have a predecessor, except for the start task. If you want a task to start on a particular day, regardless of the predecessor task's behavior, you can select a fixed begin date for the task. You can change predecessors if the task status is Draft, Pending, or Projected. Tasks that have a Closed, Canceled, or Removed task status are not available as predecessors. The predecessor for a simple task defaults to the Start task. After you create the task, you can modify the predecessor. If you remove a predecessor task that leaves another task without any successors, the completion of that task might not result in any subsequent tasks being completed. When you attempt to remove the predecessor task, you receive a warning message indicating that this might happen, but you can continue. If the tasks that follow the removed task do not have a fixed begin date and are set to start automatically, you might receive a notification that something is preventing the project from progressing. If you have another page open that is impacted by the change to the task (for example, the Gantt chart), you need to refresh that page. Then, the changes for the task appear.

For more information on some of the fields and options that appear on the Details tab, see these sections:

Start Types
Assignees and Reviewers
Time Entries
Voting Styles

Start Types

These options are available for the Start Type field.

Start Type	Behavior
As Soon As Possible	The application calculates the begin date based on the end date of the predecessor task. You cannot use As Soon As Possible and As Late As Possible start types in the same project. If you set the Enable ALAP field to Yes on the Details tab of the workflow template, the application changes any tasks defined with As Soon As Possible start types to As Late As Possible start types. If the task is a start task and you set the Start Type field to As Soon As Possible, another field appears next to the start type that determines the starting behavior of the task. If you select Begin Immediately, the project or change order starts as soon as you start the project or change order. If you select Use Calculated Date, the start task changes to have the Pending task status when you select to begin the project or change order. The project actually begins when the project anchor date is met. Notes: If you use As Late As Possible, the application determines the start date by calculating the task dates. If you use Start No Later Than, the project starts when that specific date is met. When you use As Soon As Possible start types, your project might have gaps between the end date of a task that ends as soon as possible and the begin date of a task that has a fixed end date. The application assumes that you want these gaps and does not alter them. A project that uses As Soon As Possible start types can contain a task with a fixed end date that derives its date from the project anchor date. If this occurs, you should watch for date conflicts and overlapping tasks that can arise in your project.
As Late As Possible	The application calculates the begin date based on the successor task's begin date. You cannot use As Soon As Possible and As Late As Possible start types in the same project. If you set the Enable ALAP field to No, the As Late As Possible start type is not an option to select as a start type for the tasks in the workflow. If the step is a start step and you set the Start Type field to As Late As Possible, a second field appears next to the start type that determines the starting behavior of the task. If you select Begin Immediately, the project or change order starts as soon as you start the project or change order. If you select Use Calculated Date, the start task changes to the Pending status when you select to begin the project or change order. The project actually begins when the project anchor date is met.
Fixed Begin	If you click the Fixed Begin start type, the Fixed Source, Source Behavior and Fixed Source Offset fields are enabled. Use attributes to define the source, select the behavior and add an offset from that source if it is needed. A task with a fixed begin date starts even if the predecessor task requirements have not been met.
Fixed End	If you click the Fixed End start type, the Fixed Source, Source Behavior and Fixed Source Offset fields are enabled. Use attributes to define the source, select the behavior and add an offset from that source if it is needed. A fixed end date task starts even if the predecessor task requirements have not been met.
Manual	The application will allow users to enter task Begin and End dates, however the system will not start this task even if the predecessor task closes and the begin date passes. The project manager or someone with appropriate task edit rights must manually change the task status to assigned in order to move the task forward. Note: This start type is not available in the workflow designer.
Start No Earlier Than	The task begins on or after the date entered has been reached, and if all input requirements have been met. If all requirements to start the task have been met, but the date has not been reached, the task waits until the specified start date before it starts. Clicking this start type enables the Fixed Source, Source Behavior and Fixed Source Offset fields. Use attributes to define the source, select the behavior and add an offset from that source if needed.
Start No Later Than	The task begins on or before the date entered has been reached. If all requirements to start the task have been met, but the date has not been reached, the task starts. Clicking this start type enables the Fixed Source, Source Behavior and Fixed Source Offset fields. Use attributes to define the source, select the behavior and add an offset from that source if needed. If the step is a start step and the Start Type field is set to Start No Later Than, another field appears next to the start type that determines the starting behavior of the task. If you select Begin Immediately, the project or change order will start as soon as you start the project or change order. If you select Use Calculated Date, the start task changes to the Pending status when you select to begin the project or change order. The project actually begins when the fixed date is met.

Assignees and Reviewers

These sections are on the Details tab. The Assignees section appears if the task is a Regular Task. The Reviewers section appears if the task is a review task.

Assignees
Reviewers

Assignees

Field	Description
Type	The type indicates whether the assignee is a role, a user, or a group. You can edit this field if a task does not have the Closed task status.
Assignee	The assignee is the user, role, or group responsible for the completion of the task. You can edit this field if a task does not have the Closed task status.
Source Role	This field appears when the task status is Assigned. It displays the role that the assignee has for the task. The source role is determined by the role assigned to the user record in System Tools. If a role is assigned to the user for the task, this role overrides the role assigned to the user record in System Tools. If the user is assigned to a task via a database field tag and the user record does not include a role, no role is applied to the user for the task when the task has the Assigned task status.
Estimated Work	Estimate the amount of time the assignee will spend on the task. If the task is assigned to a role, the total hours appear for the role but are not displayed for the user in the role. If the task is assigned to a group, the total hours appear for the group but are not divided among the users in the group.
Actual Work	This field appears on the View Task page after the task has moved past the In Process task status. This field calculates the total amount of time the user spent on the task. If multiple users are assigned to the task, this reflects the total time that all users spent on the task. You can update this field after a task has been closed.
Actual Begin	This field appears on the View Task page after the task has moved past the In Process task status. This field displays the date and time users enter when they start the task.
Actual End	This field appears on the View Task page after the task has moved past the In Process task status. This field displays the date and time users enter when they complete the task.
Work Status	This field appears on the View Task page after the task has moved past the In Process task status. This field displays the status of the assignee for the task. Work status is sometimes referred to as assignee status. For more information, see Overview of Statuses in Tasks. A Close Failed work status might appear in the rare event that the application encounters an error while attempting to close a task. The project manager receives an email notification when this work status occurs. A Pending Close work status might appear briefly after a user closes a task, while the application processes the task and changes it to a Closed work status. When a Pending Close or Close Failed work status appears, the project manager can manually change the work status to Closed or reassign the task to another user.
Date Closed by Assignee	This field displays the date when the assignee closed the task. If the task was closed by a method other than the assignee closing it, this field might be empty.

Reviewers

The Reviewers section appears on the Details tab. The fields and options that appear for reviewers depend on the task's task status and whether you are viewing or editing the task. For more information, see Voting Styles.

Field	Description
Move Up / Move Down	The Move Up and Move Down buttons appear if the voting style is Sequential. If you set the Voting Style field to Sequential, the task has a Draft or Projected task status, and you are editing the task, use the Move Up and Move Down buttons to change the order of reviewers. The reviewer listed at the bottom of the list is the first reviewer. The reviews continue up from the bottom person, with the reviewer listed at the top of the list performing the final review in the sequence. When a reviewer views the task, the reviewers appear in descending order, with the first reviewer at the top of the list. If the task has the Assigned or In Process task status and you are viewing the task, the action icon enables you to delete a reviewer or delegate a review to another user. For more information, see Editing a Review Task's Reviewers.
Cancel All Check Outs	This button appears for review tasks that include review documents in these formats: Microsoft Word Microsoft PowerPoint Microsoft Excel Click this button to cancel check outs for all review documents on the task on behalf of the users who have them checked out.
Type	This field appears if the task has the Draft, Projected, or Assigned task status. The type indicates whether the reviewer is a role, a user, or a group. For example, if you want the reviewer to be a specific user, the Type field should be User. If you want the reviewer to be the user who fills a particular role, the Type field should be Role.
Assignee / Reviewer	This field indicates the name of the role, the user, or the group.
Vote	This field appears if the task status is Assigned, In Process, Declined, Closed, Canceled, or Removed. This field indicates the vote made by the reviewer.
Source Role	This field appears if the task status is Assigned, In Process, Declined, Closed, Canceled, or Removed. This field indicates the role the assignee has for the task. The source role is determined by the role assigned to the user record in System Tools. If a role is assigned to the user for the task, this role overrides the role assigned to the user record in System Tools. If the user is assigned to a task via a database field tag and the user record does not include a role, no role is applied to the user for the task when the task's task status is Assigned.
Date Reviewed	This field appears if the task status is Assigned, In Process, Declined, Closed, Canceled, or Removed. This field displays the date and time when the task was reviewed.
Reject Reason	This field appears if the task status is Assigned, In Process, Declined, Closed, Canceled, or Removed. If a task is rejected, this field displays the reason it was rejected.
Comments	This field appears if the task status is Assigned, In Process, Declined, Closed, Canceled, or Removed. This field displays comments the reviewer made about the task.

Time Entries

If detailed time tracking is enabled and a task has the In Process or Closed task status, you can point to the action icon and click Detailed Time Tracking for an assignee. You can create time entries to keep track of the amount of time the assignee spent working on the task.

Field	Description
Date	This field displays the date when the assignee worked on the task.
Hours	This field displays the hours and minutes the assignee worked on the task for the day entered in the Date field.
Comments	This field displays any comments the assignee included with the time entry.

Voting Styles

These are the voting styles that can apply to a review task.

Type	How Initial Notifications Are Sent	When the Vote Result Is Set
Consensus	The application sends initial notifications simultaneously to all reviewers when the task review begins.	Approved if all reviewers vote to approve it. Approved with changes if any reviewer votes to approve it with changes and no reviewer votes to reject it. Rejected if any reviewer votes to reject it.
First Vote Decides	The application sends initial notifications simultaneously to all reviewers when the task review begins.	Approved if the first submitted vote is to approve it. Approved with changes if the first submitted vote is to approve it with changes. Rejected if the first submitted vote is to reject it. Example: You have a review task that requires Bob, Sandy, and Carlos to review the task. Sandy submits her vote first, and she votes to approve the review. Therefore, the application sets the vote result to Approved, regardless of which votes Bob and Carlos submit.
Majority	The application sends initial notifications simultaneously to all reviewers when the task review begins.	Approved if at least 50 percent of the reviewers vote to approve it. Approved with changes if the votes to approve and the votes to approve with changes total at least 50 percent. Rejected if more than 50 percent of the reviewers vote to reject it.
Sequential	The application sends initial notifications 1 at a time to reviewers. When the task review begins, the application sends a notification to the first reviewer. The application sends further notifications 1 at a time to the reviewers if the previous reviewer approved the task review. When defined for a review task, the reviewer listed at the bottom of the list is first. The reviews continue up from the bottom person, with the reviewer listed at the top of the list performing the final review in the sequence. On the task viewed by the reviewer, the reviewers appear in descending order, with the first reviewer at the top of the list.	Approved if all reviewers vote to approve it. Approved with changes if all reviewers vote to approve it and at least one reviewer votes to approve it with changes. Rejected if any reviewer votes to reject it. Example: You have a review task that requires Bob, Sandy, and Carlos to review the task in order. You apply a sequential voting style to the task. Sandy is the reviewer at the bottom of the list. Because Bob needs to review the task first, you reorder the reviewers so Bob is at the bottom of the list, Sandy is in the middle, and Carlos is at the top. Bob is the first person to review the task, Sandy is second to review the task, and Carlos is last to review the task.
Single	The application sends initial notifications simultaneously to all reviewers when the task review begins.	Approved if at least 1 reviewer votes to approve it. Approved with changes if at least 1 reviewer votes to approve it with changes. Rejected if all reviewers vote to reject it.

Note:
If you set the All Must Vote field on the Details tab to Yes, every reviewer is required to vote, even after enough reviewers have voted to determine the vote result of the review. If the voting style is Sequential, the application automatically sets the All Must Vote field to No.

Additional Fields, Sections, and Tabs

Your system administrator can create additional fields for some objects and make them available for certain system types. Additional fields appear on the Details tab in the Additional Details section or in other sections or on other tabs that the system administrator creates.

For more information about an additional field, section, or tab, contact your system administrator. For more information about additional fields in general, see Additional Fields.

Page Layout

This tab determines what the assignee will see when viewing the task in the My Tasks module. Updating the page layout information affects the User Data tab information.

Field	Description
Work Entry	The work entry options can vary based on the Detailed Time Tracking system parameter. You can set the Work Entry field to Require, Show, or None. If you select Require, the user must complete data collection templates, checklists, or other work entry options before closing the task. If you select Show, the work entry options appear to users, but completion is not required. If you select None, the work entry options do not appear. If detailed time tracking is not enabled, 3 fields appear: Actual Begin Actual End Actual Work If detailed time tracking is enabled, the user will see the detailed time entry fields in the Work Entry section in the My Tasks module. The time that is entered when detailed time tracking is enabled populates the Actual Begin, Actual End, and Actual Work fields when the task is closed. For more information about detailed time tracking, see My Tasks.
Data Collection Template	You apply data collection templates to tasks to require the assignee to gather information for the task before closing it. You can assign roles to data collection templates. Note: On the page layout tab, data collection templates display in the order in which you add them to the task. When an assignee views the task, the data collection templates display in the same order as seen on the page layout tab. To modify the order, click the Set Sequence button on the page layout tab. You define data collection templates in the Data Collection Templates module in Workflow Administration. Note: Changes made to a data collection template are reflected in the workflows that use the template. However, projects that used the workflow template to create a project are not affected.
Checklist	A checklist is a group of items that the assignee needs to do for a task. They appear as a checklist of items or option buttons to be completed before the assignee can close the task. If you use option buttons to create the checklist instead of check boxes, assignees must select Yes, No, or N/A. You can assign roles to checklists. Note: On the page layout tab, checklists display in the order in which you add them to the task. When an assignee views the task, the checklists display in the same order as seen on the page layout tab. To modify the order, click the Set Sequence button on the page layout tab. You define checklists in the Step Checklists module in Workflow Administration. Note: Changes made to a checklist are reflected in the workflows that use the template. However, projects that used the workflow template to create a project are not affected.

Field

Description

Work Entry

The work entry options can vary based on the Detailed Time Tracking system parameter.

You can set the Work Entry field to Require, Show, or None. If you select Require, the user must complete data collection templates, checklists, or other work entry options before closing the task. If you select Show, the work entry options appear to users, but completion is not required. If you select None, the work entry options do not appear.

If detailed time tracking is not enabled, 3 fields appear:

Actual Begin
Actual End
Actual Work

If detailed time tracking is enabled, the user will see the detailed time entry fields in the Work Entry section in the My Tasks module. The time that is entered when detailed time tracking is enabled populates the Actual Begin, Actual End, and Actual Work fields when the task is closed.

For more information about detailed time tracking, see My Tasks.

Data Collection Template

You apply data collection templates to tasks to require the assignee to gather information for the task before closing it. You can assign roles to data collection templates.

Note:
On the page layout tab, data collection templates display in the order in which you add them to the task. When an assignee views the task, the data collection templates display in the same order as seen on the page layout tab.
To modify the order, click the Set Sequence button on the page layout tab.

You define data collection templates in the Data Collection Templates module in Workflow Administration.

Note:
Changes made to a data collection template are reflected in the workflows that use the template. However, projects that used the workflow template to create a project are not affected.

Checklist

A checklist is a group of items that the assignee needs to do for a task. They appear as a checklist of items or option buttons to be completed before the assignee can close the task. If you use option buttons to create the checklist instead of check boxes, assignees must select Yes, No, or N/A. You can assign roles to checklists.

Note:
On the page layout tab, checklists display in the order in which you add them to the task. When an assignee views the task, the checklists display in the same order as seen on the page layout tab.
To modify the order, click the Set Sequence button on the page layout tab.

You define checklists in the Step Checklists module in Workflow Administration.

Note:
Changes made to a checklist are reflected in the workflows that use the template. However, projects that used the workflow template to create a project are not affected.

Considerations When Assigning Roles to Step Checklists and Data Collection Templates

You can add multiple assignees to a task. You can make each different role for the task complete a different checklist or data collection template. You can assign 1 or more roles to a checklist. Users see the checklists and templates that apply to them based on their role for the task. In the task worksheet, the project manager sees all checklists and data collection templates defined for the task, with the assigned role or roles noted next to them.

A user record is where your system administrator defines basic information for the user. The task worksheet displays all checklists and data collection templates for all roles on the task. The role a user has for a task is determined in these ways:

Users see checklists and templates based on their role for the task.
Users can have a role assigned to their user record. This role applies to the user as long as the task does not specify another role for the user.
A user's role, if any, on the task takes precedence over the user's role listed on the user record.
If a group or a database field tag causes a user to be assigned to a task, and the user's user record has no role configured, the user does not have a role for the task and sees only the default checklists or templates.
If multiple users are assigned to the task, and the workgroup action is Any May Close, a user can close the task before all users fill out their required fields.
If a single user has multiple roles for a task, that user might see a checklist or template that has multiple roles next to it, indicating that it was defined for more than one role.
If users with different roles are assigned to a task, and multiple roles have the same checklist, the checklist appears multiple times, with the role listed next to it.
If multiple data collection templates exist for a task, and the same extended attribute is used in multiple templates, the first template to use the extended attribute lists it. The other templates that use the extended attribute contain an empty place where the attribute would have been.

You can alter checklists and custom data collection templates in workflow administration. The altered checklists and templates affect the workflow templates but do not impact any projects or change orders created using the original template.

Document Layout

The Document Layout tab provides several ways to make documents visible in a task. The documents can be review documents or supporting documents.

Review Documents
Supporting Documents and Links

Review Documents

Review documents are documents stored in Aprimo that users review by annotating them or checking them out.

Users can check out, edit, and check back in review documents of these formats:

Microsoft Word
Microsoft PowerPoint
Microsoft Excel

Other users cannot edit a review document while it is checked out.

Select the Documents visible from previous steps check box to make the document list display review documents you attach to this step as well as review documents attached to the predecessor steps. If you select this option, type instructions in the field to tell users what to do with the attachments or digital assets.

Example:
You require a document attachment in a step. In the next step, you select the Documents visible from previous steps check box and require the assignees to edit the document. In the third step, you also select the Documents visible from previous steps check box and require the reviewers to approve, approve with changes, or reject the document.

Note:
Assignees can delete only documents attached to the current step with the Document Uploads method. If a document is visible from a previous step, it cannot be deleted.

Field	Description
Show document vote details	This field appears for regular tasks, simple tasks, and iterative tasks. This field determines whether the task's Documents section displays the vote details for each document. The vote details include the vote and comments entered by each reviewer.
Documents visible from previous steps	This field determines whether the task's Documents section displays the combined list of documents included in the Documents sections from all of its predecessors. After a task becomes assigned, the application displays any documents displayed on the user's task in this section as specific attachments or specific digital assets. Note: Steps that have documents visible from previous steps are designed to display all versions of each document in their content. If you don’t want to see multiple versions of the same document in these instances, design your workflow to include steps that are not on the workflow’s main execution path. For these steps, create two paths: In one path, add an auto-close step. In the second path, create a step that includes only one version of the document. Then, for the step that includes the last version of the document, reconnect its path to the main execution path.
Show documents of these types	This field determines the category and type of activity-level documents that can be displayed. Select Attachment or Digital Asset for the category. The Type list reflects the category you select. After a task is assigned, the application displays any documents you add in this section as specific attachments or specific digital assets. For work tasks, not review tasks, the Add New Version field appears. Select Yes or Yes – Required if you want to allow or require assignees to add a new version of the document. Select No if you don’t want to allow assignees to add a new version of the document.
Specific Attachments	This field determines the attachments that appear in the Details tab's Documents section. These attachments are available for users to view from the My Tasks module or, for review tasks, from the My Review Tasks module. You can select documents attached to the activity. Internet or external intranet files, however, cannot be checked out by users completing review tasks. For work tasks, not review tasks, the Add New Version field appears. Select Yes or Yes – Required if you want to allow or require assignees to add a new version of the attachment. Select No if you don’t want to allow assignees to add a new version of the attachment.
Specific Digital Assets	This field determines the digital assets that appear in the Details tab's Documents section. These digital assets are available for users to view from the My Tasks module or, for review tasks, from the My Review Tasks module. For work tasks, not review tasks, the Add New Version field appears. Select Yes or Yes – Required if you want to allow or require assignees to add a new version of the digital asset. Select No if you don’t want to allow assignees to add a new version of the digital asset.
Document Uploads	This field determines the documents users are required to upload before they can close the task. If you select None Required, users can add as many documents as they want, but they are not required to add a specific number of documents.

Supporting Documents and Links

Documents and digital assets you add in the Supporting Documents and Links section are available for users as read-only information, or as links to an activity.

Field	Description
Document Uploads	Select the documents that a reviewer can upload to the review task. Documents that reviewers upload to the review task are not intended to be reviewed. If your project requires reviewers to provide certain documents, this option enables them to upload those documents to the review task rather than having to be assigned a regular task for the document upload.
Show documents of these types	Select categories and types of activity-level documents to appear. Select Attachment or Digital Asset for the category. The Type list reflects the category selected.
Specific Attachments	Select specific attachments to appear. These attachments are available for users to view from the My Tasks module or, for review tasks, from the My Review Tasks module. You can choose documents attached to the activity.
Specific Digital Assets	Select specific digital assets to appear. These digital assets are available for users to view from the My Tasks module or, for review tasks, from the My Review Tasks module.
Activity Links	Select whether to include instructions and a link to the activity. You can add activity links for a regular task or a review task. An activity link enables users to click the link to go directly to the specified place in the activity. Users must have the appropriate rights to access the links. Example: You want the user to add an offer to an activity at a certain point in the project. For the task, you label the instructions to click the link to add an offer. Then you assign the link to go to offers in the activity. Note: In the Tasks Portal and the Reviews Portal, users with access rights to the activity can click the activity links to access the activities from a task.
Review Links	This field appears only for review tasks and iterative review tasks. Select whether reviewers of other specified tasks will be able to click a link to go directly to this task. A review link allows the current task to be accessed by reviewers of other tasks that you specify. In the Task field, click a task. That task then includes a link to allow reviewers to view this task. If a review link becomes invalid, the application automatically removes it from the task when you save the task.

Notes

This tab displays a list of notes for a task. You can click the New Note button to add a text note about the task. When they access the task, users can view any notes you enter.

Actuals Summary

This tab displays actual time and date information for the task.

Task
Assignees

Task

This section appears on the Actuals Summary tab.

Field	Description
Begin	This field displays the earliest actual begin date for the task. This could differ from the assignee actual begin date if you have assigned multiple users to the task.
End	This field displays the latest actual end date for the task. This could differ from the assignee actual end date if you have assigned multiple users to the task.
First Assignee Acceptance	This field displays the date when the assignee accepts the task. If a task has multiple assignees, the date when the first person accepts the task appears.
Baseline Begin Date	This field displays the baseline date on which the task should begin. This field resets when the project baseline is reset.
Baseline End Date	This field displays the baseline date on which the task should end. This field resets when the project baseline is reset.

Assignees

This section appears on the Actuals Summary tab.

Field	Description
Actual Begin	This field displays the begin date the user entered for the start of a task.
Actual End	This field displays the end date the user entered for the end of a task.
Actual Work	This field displays the total of all work time for this task.
Actual Duration	This field displays the duration of work performed on the task. The duration is calculated as the actual end date minus the actual begin date. For example, if the actual begin date is December 8 and the actual end date is December 17, and this date range includes 2 non-working weekend days, the actual duration is 8 days. The work schedule determines which days are worked and the start and end times for each of the days.

User Data

The User Data tab enables you to view the information as it will be displayed on the Details tab for the user in the My Tasks module or the My Review Tasks module. You can also edit information on the User Data tab.

The Work List section displays user entries submitted to meet the requirements from the Page Layout tab.
The Review Documents section displays documents users have submitted to meet the requirements from the Document Layout tab.
The Supporting Documents and Links section displays user-uploaded documents, as well as read-only documents, digital assets, links to the activity from the Document Layout tab.

If a user uploads a required document to the task before the task has the Assigned task status, the document appears on the User Data tab in the project or change order. The document does not appear when a user views the task until the task has the Assigned task status.

Example:
You are a project manager. One of your team members cannot work on Friday, but the team member has completed the work list items for a task that is due. You can make the changes on the User Data tab for that task.

Note:
Changes made to the user data information do not affect the templates that were used to create the sections.

For review tasks, you can click the Responses button next to a checklist on the User Data tab to see the reviewer responses.

If you set document level voting on the Details tab to yes for a review task, the Info column on the User Data tab gives you access to the vote details of all reviewers who have voted on the document. In the Info column, a blue Info icon appears next to documents that have received only votes of approved or approved with changes. A red Warning icon appears next to documents that have received any votes of rejected. For documents that have received no votes, no icon appears. Click the Info icon or the Warning icon to see the reviewers' votes on the Reviewer Comments page.

Reviewer Comments

This page displays the votes cast for the specific version of the document. The page lists votes, dates, reject reasons, and comments by reviewer for all reviewers who have voted on the version of the document.

Clicking the hyperlinked review titles takes you to the View Task page for the task in which the vote was cast. Clicking the Hide Comments button or the Show Comments button hides or displays, respectively, the comments for all reviewers on the page.

Notification

The fields on this tab work in conjunction with the Work Task Notifications system parameter and the Review Task Notifications system parameter to configure whether Aprimo sends email notifications, reminders, and escalations to various users for work tasks and review tasks.

Tip:
To ensure that the application sends email notifications, reminders, and escalations to the users you intend, see Best Practices for Configuring Work Task Notifications and Best Practices for Configuring Review Task Notifications.

Field	Description
Notify	This field appears for tasks that are not review tasks and tasks that do not have the Auto Close field set to Yes. This field indicates who receives email notifications. Note: In the Notification Templates module, system administrators create the notification emails.
Reminder Interval	This field determines how frequently Aprimo sends reminder emails.
Reminder Begin	This field determines whether Aprimo sends reminder emails and when it starts sending them.
Escalate To	This field indicates who receives escalation emails. Use escalation emails to alert users when a critical task is not closed by a certain date.
Escalation	This field determines an escalation date. On the escalation date, if the task is not closed, Aprimo sends an escalation email to the user selected in the Escalate To field.
Notify If Approved	This field appears for review tasks. It indicates users, groups, and roles who receive notification emails if the review is approved.
Notify If Rejected	This field appears for review tasks. It indicates users, groups, and roles who receive notification emails if the review is rejected.