Workflow Manager Users Guide

spacer image imageWelcome to WorkflowManager
spacer image imageAbout PortalsXpress
imageGetting Started
spacer image imageProjects, Tasks, and Templates
spacer image imageSettings
spacer image imageSuggestions for Creating a Project Template
imageWorkflow Interface
spacer image imageWorkflowManager Display
spacer image imageCut, Copy, Paste, Copy as Shared
spacer image imageSorting Items
spacer image imageNavigation
spacer image imageTree Control
spacer image imageShortcut Keys
imageUsing WorkflowManager
spacer image imageRecording Time Spent Screen
spacer image imageDifference Between Time Sheet and Time Slip
spacer image imageTime Sheet
spacer image imageTime Slip
spacer image imageRelated Items
spacer image imageRelated Contacts
spacer image imageSaving or Adding Related Items
spacer image imageRelated Forms
spacer image imageOverview of Padlocks
spacer image imageApplying, Editing, and Removing Padlocks
spacer image imageEstablishing Padlock Permissions
imageAction Scheduler
spacer image imageAction Scheduler Screen
spacer image imageAction Selector Screen
spacer image imageDelivery as an Action
spacer image imageStart Project as an Action
spacer image imageOpen File or Application as an Action
spacer image imageSelect Contact as an Action
spacer image imagePrint Digital Item for Contact
spacer image imageClose Task or Project as an Action
spacer image imageTransfer Task as an Action
imageTask Scheduler
spacer image imageOverview of Tasks
spacer image imageInbox Screen
spacer image imageGroup Inbox Screen
spacer image imageClaim a Task
spacer image imageTask List Icons
spacer image imageTask Status
spacer image imageAdd New Task
spacer image imageAdd Dependent Task
spacer image imageAdd Task Reminder
spacer image imageTask Assignment
spacer image imageView Task Status
spacer image imageView Task Details
spacer image imageUpdate Status/Transfer Task Screen
spacer image imageRecord Task Time
spacer image imageClose a Task
spacer image imageForward a Task
spacer image imageReply to a Task
spacer image imageSuspend a Task
spacer image imageModify a Task
spacer image imageOverview of Workflow Projects
spacer image imageProjects Screen in WorkflowManager
spacer image imageStart Project Screen
spacer image imageStarting a Project
spacer image imageStarting a Sub-Project
spacer image imageSchedule Project Start Time
spacer image imageView Project Details
spacer image imageRecord Project Time
spacer image imagePerpetual Project
spacer image imageProject List Icons
spacer image imageSuspend a Project
spacer image imageDelete a Project
spacer image imageCanceling a Project
spacer image imageOverview of Project Templates
spacer image imageProject Template Screen
spacer image imageCreate New Project Template
spacer image imageModify Existing Template
spacer image imageView Template Details
spacer image imageCopy Existing Template
spacer image imageCopy as Shared
spacer image imageImporting or Exporting a Project Template
spacer image imageNew Template Folder
spacer image imagePersonal Assistant
spacer image imageProject Reports
spacer image imageActive Tasks Report
spacer image imageCreated Projects Report
spacer image imageEstimated Hours by Resource Type Report
spacer image imageGeneral Project Information Report
spacer image imageProject Detail Report
spacer image imageGeneral Information Tab
spacer image imageBudget Information
spacer image imageInsert Token
spacer image imageLink Token
spacer image imageProgress/Notes Screen
spacer image imageOffice-Wide Group
spacer image imageTray Icons
spacer image imageResolving a Critical Error
spacer image imageWeb Based Experience
spacer image imageSystem Requirements
spacer image imageInstalling
spacer image imageUninstalling
spacer image imageCreating a Password
spacer image imageChange your Password
spacer image imageSubscribe Now
spacer image imageGet More Storage
spacer image imageEnabling Document Indexing
spacer image imageIntegration with Messenger
spacer image imageIntegration with Contact Manager
spacer image imageIntegration with Document Manager
imageUsing Help
spacer image imageCustomer Service
spacer image imageContext Sensitive Help
spacer image imageUser Guides
imageGlossary of Terms

Task Scheduler - Update Status/Transfer Task Screen

Using the Update Status/Transfer Task screen you can:

  • Update the status of a task to either closed or suspended.
  • Transfer a task to a group or individual.
  • Enter time spent input for the task.

To access the Update Task Status screen do one of the following:
  • While in the Inbox screen, select the individual task then click the Status button.
  • While in the Projects screen, select the desired department or group in the left pane of the screen, select the specific project in the right pane of the screen and click on the "Details" toolbar icon. Then select the individual task of the project and click the Status toolbar icon.

To update the task status:
  • Access the Update Status screen from either the Inbox screen or the Projects screen.
  • Click to select either "closed" or "suspended" for the new task status.
  • The default setting of "no change" is provided to allow you to use this screen for reasons other than to change status.
  • Click the OK button.

The status of a task can be manually updated to either "closed" or "suspended" in the Update Task Status screen. WorkflowManager automatically handles the other task status options of; assigned, available, waiting on dependency, and waiting on form submission, based upon the criteria used when the task is created in the project.

To transfer a task:
  • Access the Update Status screen from either the Inbox screen or the Projects screen.
  • Select the appropriate Department and Group, Department and Individual, Related Contact, or Other contact for the transfer from the list. Your choice of Department determines the selections that are available for Group and Individuals.
  • The default setting of "Do Not Transfer" is provided to allow you to use this screen for reasons other than transfers.
  • Click the OK button.

If a task is transferred to a Group, the task is placed on the Group Inbox list for that respective group. An individual of that Group may then claim the task. If a task is transferred to an Individual, the task is placed on the Inbox list of that individual.

To enter time spent on a task while transferring or updating a task:
  • Access the Update Status screen from either the Inbox screen or the Projects screen.
  • Click to select either "Time Spent on Task" or "Worked on Task from" and enter the appropriate time information.

Two user preferences are provided for time spent data entry. Choose from one of the following, actual time spent, and start / end format.

For example, you may wish to enter 50 minutes total time was spent on a specific task, or you may wish to enter that you started work on the task at 10:00 and ended work on the same task at 10:50. Both methods of input will track a total of 50 minutes for that task. Both methods are correct, we suggest you choose the time tracking method that works best for you.

You can also attach a file when you are updating the status by clicking on the paperclip above the text area when it is available. The program will display a box that asks you for the location of the file. Navigate to the correct directory and file and click on Open. The program will attach the file in the text area and include in the Related Items tab when you click on OK to close the status dialog