Tasks for Create Requests

Instructions on how to use and manage tasks as an approval step for Create requests

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Overview
Task Settings
Required vs non-required tasks
Add a task
Edit a task
Complete a task
Delete a task

Overview

Required Tasks are used as an approval step for the workflow. Required tasks block the requestor from receiving their created document until the appropriate people have reviewed it.

Tasks for Create requests can also be used to delegate work items to the contract requestor or other users within your organisation.

Track pending, overdue and completed tasks to enable your organisation to manage request-related activities more efficiently, and get notified when tasks are assigned to reduce the risk of missed deadlines.

Task settings

Tasks for Create requests have the following available settings:

Type
The type setting is mandatory and options are Approval, Review and General.

Due date
The due date settings is optional, and can be used to specify task deadlines.

Title
The title setting is mandatory, and is used to specify a short title for each task.

Description
The description setting is optional, and can be used to enter task descriptions that outline what is required in order to complete the task.

Assign to
The Assign to setting is optional, but can be used to assign a task to the contract requestor, specific users, groups, or a combination of both. Tasks can be assigned to any Summize user and will grant them collaborator access to the request if they do not already have access.

Required
This option is only available when adding tasks to Create templates or when adding a task to a Create request that is in Draft status. Required tasks are used to hold a Create request in ‘Draft’ status until Legal have approved the template, using the complete status.

Required vs non-required tasks

Unlike tasks for Review requests, Ask Legal requests and Repository Contracts, tasks for Create requests can be either required or non-required.

Required tasks can only be configured in the following two scenarios:

When adding tasks to a Create template.
When adding tasks to a Create requests that is in Draft status.

In both scenarios, required tasks are used to hold a Create request in ‘Draft’ status and prevent non-Power level Users from accessing the contract until they are complete.

Once all required tasks for a given Create request are completed, the request status will automatically change from ‘Draft’ to ‘Completed’, send the generated contract to the user who submitted the request and grant access to Collaborator level Users.

Add a task

To add a task, follow these simple steps:

Navigate to the Requests Table.
Locate the Create request you want to add a task for and click to go to the request view.
Navigate to the ‘Tasks’ section of the tool panel.
Click the ‘Add Task’ button’ in the top-right section of the panel.
The task settings panel will open.
Select the type of task from the dropdown option called ‘Type.
Select a due date from the dropdown option called ‘Due date’ using the calendar, or leave this field empty if you do not wish to specify a due date for your task.
Enter a title for the tasks into the field called ‘Title’.
Enter a description for the task in the field called ‘Description’.
Select who you want to assign the task to from the last dropdown called ‘Assign to’ or leave this empty if you do not wish to assign this task.
If the Create request is in Draft status you will see the additional ‘Required task’ setting. Use the checkbox to mark the task as Required to hold the request in ‘Draft’ status and prevent non-Power level users from accessing the contract until it is completed.
Click the ‘Add Task’ button in the footer of the panel (bottom-left).

In the video below you will see the steps described above.

Edit a task

To edit a task, follow these simple steps:

Navigate to the task you want to edit.
Click the ellipsis icon in the top-right corner of the task card.
A menu will appear with some options.
Click ‘Edit task’.
The task settings panel will open.
From here you can edit the task settings including; Due date, Title, Description or Assigned to.
After editing the settings click ‘Update’ to complete the action.
The new settings will be applied.

In the video below you will see the steps described above.

Complete a task

Completing a task can be done by any user assigned to the task as well as any user with Power permissions levels.

To complete a task, follow these simple steps:

Navigate to the task you want to complete.
Click the ‘Complete Task’ button.
A confirmation modal will appear.
Click the ‘Complete task’ button to confirm the action.
Note: If this is the last required task remaining for a request in Draft status this will automatically set the request status to completed.
The modal will disappear and the task you have completed will move from the Pending state to the Completed state.

In the video below you will see the steps described above.

Delete a task

To delete a task, follow these simple steps:

Navigate to the task you want to delete.
Click the ellipsis icon in the top-right corner of the task card.
A menu will appear with some options.
Click ‘Delete task’.
A confirmation modal will appear.
Click the ‘Delete task’ button to confirm the action.
The modal will disappear and the task will be deleted.