Tasks are well-defined items of work that can be assigned to an individual for completion. You can create standalone tasks (also known as orphan tasks) – like updating the images on a brochure – or attach them to a Project, which is usually comprised of a series of tasks.
For information on customizing and exporting data from task lists, see Customizing task lists.
Tasks are created when Workstream users complete a request form. (Read more about creating request forms.)
A unique, numeric task ID will be assigned to your task. Task IDs are located in the ID column on the task list page, or preceding the name of the task on the Task Details page.
Tasks can be edited from the Task details page.
Administrators can view and edit all tasks. Contributors can view and edit tasks they’ve created or been added to as a watcher or assignee. If tasks are assigned to a project, contributors will only be able to view the task if they have permission to access the project. For more information about projects, see Projects in Workstream.
After a task is created, it’s important to assign it to the appropriate user so they can begin their work. If a request form includes the Assignee field, the requester may have already filled in the assignee. We recommend that at least one Workstream user, typically a project manager, be responsible for maintaining task assignments and due dates.
The assignee will be notified of the assignment.
You may want to send a personalized message to an assignee if you update or change task requirements.
If a request form includes the Due Date field, a requester may have already assigned a due date to the task. Similar to assigning a task, Acquia recommends at least one Workstream user, typically a project manager, be responsible for maintaining due dates.
Task statuses are a way for users to provide updates on the status of a particular task.
Watchers receive notifications if the following changes or updates are made to a task:
In the task details page, point to the Watchers section and click
the Options icon.
To delete a watcher, point to the watcher’s name, and then click the X icon.
You can add yourself as a watcher by clicking Watch Task. Remove yourself by clicking Stop Watching.
If there is an update or change to the task requirements, you can send a personalized message to all watchers by completing the following steps:
Use this section to note who the assignee should deliver task to. By default, the task is set to be delivered to the creator of the task. To change who the task should be delivered to, complete the following steps:
Task assignees and other interested parties can add items to the checklist. The checklist can be used to break the task into smaller steps or as a to-do list. Completing or checking off items on the checklist does not affect the progress/completion percentage of a task or project.
In the task details page, point to the checklist section and click the icon.
Click Add an item to edit/add information to the checklist.
Click Save when done.
When a checklist item is completed, check the box next to it.
Keywords entered into this section will automatically be appended to any new asset that is added to the Assets section of a task from anywhere other than your DAM. Keywords will not be applied to assets that you assign to the task from your DAM.
If a request form includes the Keywords field, a requester may have already entered keywords.
Tab
or Enter
to create a new keyword. You can also add
a comma after the term to add it as a keyword.(X)
next to it.Note
Removing a keyword is not retroactive. It will prevent that keyword from being added to new assets assigned to the task, but it will not delete the keyword from assets that were previously added to the task.
You can attach locally stored assets or existing assets from your DAM to the task. If a request form includes the Attachment field, a requester may may have already assigned assets.
Any assets attached to a task from locations other than your DAM will automatically be uploaded to a folder in the DAM called Workstream Assets. (Read more about the Workstream Assets folder.)
There are several methods you can use to attach assets to tasks, including the following:
On the Task details page, drag and drop assets into the Assets section.
On the Task details page, point to the Assets section and
click the (+)
Plus icon.
To remove an asset, point to the asset and click the (X)
icon in
the top-right corner. This will remove the asset from the task, but
it won’t delete the asset from the Workstream Assets folder.
You can review and update the information filled out in the request form in the Submitted Information section.
To display tasks in an order that best fits your needs, click a column heading to re-sort the task list.
You can create standalone, orphan tasks or you can attach a task to a larger project. Administrators can create a project from a task, or move a task to an existing project.