Forwarding a Task Internally - Reassignment
Tasks assignment manages the default task responsibilities and is setup in the template for the workflow. At times, you may need to reassign a task. To do this, you will Forward it.
Tasks assignment manages the default task responsibilities and is setup in the template for the workflow. At times, you may need to reassign a task. To do this, you will Forward it.
Task Responsibilities
Task Reassignment
Task Assignment
ASM will automatically create a separate task for each recipient specified on the task in the template. Therefore, if a task is assigned to 2 people on the template, 2 individual tasks will be created and assigned when the template activates the task. This allows each recipient to have the task in their queue and to perform their part of the work, such as a stakeholder approval, for example.
Before forwarding a task, it might be worth checking that ASM has not already created and assigned it for you.
You can check by Viewing the Dependencies.
Select the Internal explorer option or click Internal.
If you are assigning a task from the workflow template, click Assign.
The Forward Task Internally window appears.Complete the details.
If you are assigning the task from the workflow template, additional options appear allowing you to specify what will happen if the task reopens automatically.
Click OK to forward the task, or Cancel to return to the Task Details window.
Depending on how your system has been configured, tasks (or the first tasks in the dependency workflow) will either be released and forwarded immediately, or will need to be authorized first by the request manager (yourself or the person you assign to the request).
A separate entry for each cloned task is created in the request history, stating: “Task <task number> Cloned to Task <task number> For Recipient <recipient’s name>”. However, this is not shown in the history of the cloned tasks.
The options at Action on Automatic Reopen allow you to set the action to be taken if the task is automatically re-opened (for example, through a recursive workflow that loops back to the task).
These options appear only when editing the task on the workflow template.
When you click Internal on the Task Details window and the task is inactive, the Forward Task Internally window displays a Multiple Recipients option. This option lets you forward the task to multiple recipients. When the task becomes active in a workflow request, ASM Core will automatically create a copy of the task for each recipient.
Since some selections will be evaluated at run time, if any recipient does not have permission, the task is cloned and forwarded to the request manager. A message is written to the task history to explain. A separate entry for each cloned task is created in the request history, stating: “Task <task number> Cloned to Task <task number> for Recipient <recipient’s name>”. However, this is not shown in the history of each cloned task.
Rather than having to forward tasks to an analyst or group one at a time, ASM Core provides the option of forwarding multiple tasks simultaneously.
You must have the Task Bulk Forward option selected in the Tasks tab of your Workflow Management security role.
To forward multiple tasks:
Select the tasks you want to forward on the Task Search window or the Tasks Outstanding window.
Use the Ctrl and/or Shift keys to select multiple tasks.
Click the Bulk Forward Tasks icon.
Complete the standard details.
Select OK to forward the tasks to the intended analyst or group, or Cancel not to forward the tasks.
External Supplier Tasks can be forwarded externally at the level of a request when you want to forward the task to an external supplier that differs from the one specified at the level of the workflow template (if applicable).
Complete the fields on the External Supplier Task Details window, ensuring that you identify the external supplier, and optionally, a contract.
Click External. The task is automatically forwarded to the specified external supplier.
If you forward an External Supplier Task externally and then realize you want to forward the task to another supplier instead, you can take the task back.
Open the task that has been forwarded externally. A message appears at the top of the External Supplier Task Details window: “Task Forwarded Externally”.
Click Take Back External. A warning message appears.
Select Email External Supplier to let the supplier know that you have taken the task back and that no more action is required from them.
Click Yes to take back the task or No to cancel.
Action the task as you wish.