Create Task¶

Priority¶

Select from Low, Normal, High, or Urgent.

Send Task Notice¶

Un-tick box if you prefer to not forward a task notification.

Send notification to assignor when completed¶

Due Date¶

Specify when the task is to be completed by.

Allowed start time span¶

(Optional) - User CANNOT complete the task until X days before due date. X is "allowed start time span". Used in tasks that must be performed in the future

Task Reminder¶

(Optional) - Specify when a reminder notice will be sent.

Assign to¶

Specific user(s) is chosen by default. The drop down provides the option to assign the task to the Document owner or the Submitter.

Assignee¶

Assign the task to a user(s) by pressing the assignee Select button and selecting.

Task instructions¶

Specify what instructions the user needs to carry out.

Grant Permission¶

Security elevation for task. User will gain security access to document whilst in the in-tray. Once document is completed, the user no longer has access to the document.

Task Permissions (Optional)¶

Task Permissions refers to what the user may do during the task. It gives the assignee(s) greater flexibility to make changes to the task

Note

The "Task Requirements" section and the "Task Permissions" section do not necessarily interact.

Examples: You may check the "Edit" field in the permissions section to indicate that the user may check out the document.
This does not require the user to check out the document to complete the task.

If you ONLY select edit in the "Requirements" section and NOT the permissions section, MAGIQ Documents is smart enough to grant the right.

Edit document (Only applicable for workflow tasks)¶

Documents in a workflow cannot be checked out/edited by authorised users. This setting allows task assignees to check out/edit the document to make changes.

Change Due Date¶

Assignee can postpone the task to a later date.

Change task priority¶

Assignee can change the task priority.

Change finish date¶

Assignee can complete the task but enter a different finish date.

Edit next step (Only applicable for workflow tasks)¶

Assignee can alter the next step in the workflow

Edit all steps (Only applicable for workflow tasks)¶

Assignee can alter all steps in the workflow

Task Requirements¶

Task requirements set rules for what is required before the task is completed.

These rules are checked when the user attempts to complete the task.

Will prompt if requirement is not done.

Read¶

Document must be read.

Read Published Version¶

The "published version" must be read.

Provide task comments¶

Task comments must be entered.

Approve / Reject Decision¶

User must select either approve or reject.

If applied to a workflow task and a user selects rejected, the entire workflow is stopped/finished.

If applied to an adhoc (Create task or create associated task option) task with multiple users, on completion of the task it remains active for other users.

Provide ISO comments¶

Not required for day to day tasks. Used for document resubmits (ISO/Periodic Reviews).

For more information on this topic refer to Set ISO/Periodic Review Definition.

Provide SOX comments¶

Not required by MAGIQ Documents.

Downgrade classification level¶

Not required by MAGIQ Documents as its part of DoD (Department of Defence) compliance.

Used in environments where documents can be classified. A typical use for this task type is the automatic downgrading of the classification level of documents after a certain period.

Declassify document¶

Not required by MAGIQ Documents as its part of DoD compliance.

Used in environments where documents can be classified. A typical use for this task type is the automatic declassification of documents after a certain period.

Edit¶

Document MUST be edited, regardless of the format.

Note

Be mindful of the type of document you are selecting this for as PDF's and emails cannot be edited, also Document security may not permit Editing

Archive document¶

Not required by MAGIQ Documents.

Manage the archiving of documents, libraries and projects after their active use ends.

Add Attachment¶

User must attach an existing document to the task.

Attach Form¶

Select a relevant form (based on form templates) the assignee is required to complete.

Add Custom Property¶

Select a custom property set the assignee is required to complete.