Information for: DEVELOPERS   PARTNERS

About tasks

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.

Creating tasks

Tasks are created when Workstream users complete a request form. (Read more about creating request forms.)

  1. Sign in to Workstream.
  2. Click New Task.
  3. Click the plus icon ( + ) for the request form that you want to complete.
  4. Only request forms that a user has permission to view will display.
  5. Complete the form.
  6. Click Save for Later to save a draft.
  7. When finished, click Submit to create a new task.

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.

Editing tasks

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.

  1. Sign in to Workstream, and then click Tasks.
  2. Select the task that you want to edit.

Assignee

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.

  1. On the task details page, point to the Assigned To section, and then click the options icon Options.
  2. Click Change Assignee.
  3. Enter the name or email address of the user, and then click the user’s name when it appears in the list.
  4. Click Save.

The assignee will be notified of the assignment.

Contact Assignee

You may want to send a personalized message to an assignee if you update or change task requirements.

  1. On the task details page, point to the Assigned To section and click the Options Options icon.
  2. Click Contact Assignee. Contact Assignee will only display if the task is assigned to someone other than yourself.
  3. Enter the message and then click Send.

Due Date

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.

  1. On the task details page, point to the Due section and click the Options Options icon.
  2. Click Change Due Date.
  3. Enter the date and time that the task is due, and then click Save.

Task name and description

  1. On the Task Details page, point to the task name or description, and then click to inline edit.
  2. Click anywhere on the page to save. A confirmation pop-up will appear in the lower-right corner of the screen.

Status

Task statuses are a way for users to provide updates on the status of a particular task.

  1. In the task details page, click the status. You can also point to the task name in the Task Details page or the task list, click the Options Options icon and select Change Status.
  2. Click the dropdown, select the new status, and then click Save. Change Status

Watchers

Watchers receive notifications if the following changes or updates are made to a task:

  1. A new task is added to a project you’re watching.
  2. A task is assigned/reassigned.
  3. A project is created from a task you’re watching.
  4. The project sponsor changes.
  5. A task is completed.
  6. The launch date is changed.

In the task details page, point to the Watchers section and click the Options Options icon.

Adding a watcher

  1. Click Add Watchers.
  2. Enter the name or email address of the user. Click the user’s name when it appears in the list.
  3. Enter an optional message.
  4. Click Save.

Deleting a watcher

To delete a watcher, point to the watcher’s name, and then click the X icon.

Remove a watcher

You can add yourself as a watcher by clicking Watch Task. Remove yourself by clicking Stop Watching.

Contacting watchers

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:

  1. In the task list, point to the task name and click the Options Options icon.
  2. Click Contact Watchers. Contact Watchers will only display if there is a watcher listed other than yourself.
  3. Enter the message.
  4. Click Send.

Deliver to

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:

  1. Point to the deliver to section, and then click the options icon Options.
  2. Enter the name or email address of the user, and then click their name in the list.
  3. Click Save.

Checklist

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.

  1. In the task details page, point to the checklist section and click the icon.

  2. Click Add an item to edit/add information to the checklist.

  3. Click Save when done.

  4. When a checklist item is completed, check the box next to it.

    Checklists in your DAM

Keywords

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.

  1. In the Keywords section of the Task Details page, click Enter a new keyword, and then enter the keyword.
  2. Click Tab or Enter to create a new keyword. You can also add a comma after the term to add it as a keyword.
  3. To remove a keyword, click the (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.

Assets

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:

  1. On the Task details page, drag and drop assets into the Assets section.

  2. On the Task details page, point to the Assets section and click the (+) Plus icon.

    • Click Add from Acquia DAM to select assets currently in the DAM.
    • Click Add from Computer to select new assets from your computer.
  3. 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.

    Remove an item

Submitted Information

You can review and update the information filled out in the request form in the Submitted Information section.

  1. On the Task details page, point to the Submitted Information section and click the Edit icon.
  2. Edit the information, and then click Save when done.

Duplicating a task

  1. On the task details page or the task list, point to the task name, and then click the options icon Options.

  2. Click Duplicate Task.

    Duplicate task

Deleting a task

  1. On the task details page or task list, point to the task name, and then click the options icon Options.
  2. Click Delete Task.

Filtering tasks

To display tasks in an order that best fits your needs, click a column heading to re-sort the task list.

Add or remove tasks from projects

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.

  1. In the task details page or the task list, point to the task name, and then click the options icon Options.
  2. Select the following:
    • Move to Project - Click the dropdown, select the existing project, and then click Save.
    • Create Project from Task - Enter the project information, and then click Create.
    • Remove from project - This removes the task from the project that it has been assigned to.