Form Tasks

This article helps you understand different Form Tasks that can be assigned to each other on Asite.

Updated over a week ago

Click on a relevant link below to continue:

Understanding Form Tasks

Users on Asite can share tasks with other users on forms to collaborate. To use statuses on a particular form type, they need to be enabled on that form type and same can be accomplished from 'Manage App Settings'.

Click on the below links to access their detailed help:


Respond

This task allows recipient to respond on a particular form message. Below are the steps to complete a 'Respond' task:

1. To complete a 'Respond' task once received, click on 'Respond' task under 'My Tasks' column opposite the relevant form record from the forms listing.

2. It will open the 'Reply' form view wherein you can enter your form response. Fill in the required information to proceed further.

3. Click here for detailed help on how to distribute this form reply.

4. Click here for detailed help on how to attach an external file to this form reply.

5. Click here for detailed help on how to associate a file to this form reply.

6. Click here for detailed help on how to associate an aMessage to this form reply.

7. Click here for detailed help on how to associate another form to this form reply.

8. Once done, click 'Send' to confirm your reply to the form and complete your task.

Assign Status

This task allows recipient to change the status of a particular form record. To complete an 'Assign Status' task received, click on 'Assign Status' task under 'My Tasks' column opposite the relevant form record from the forms listing.

You will see 'Status Change' window and you can change the status of this form from there and capture your status change notes as well. Click here for detailed help.

Attach Docs

This task allows recipient to view the form in new browser window / tab and you need to reply on original form with attachments.

Click on 'Attach Docs' in 'My Tasks' column opposite the relevant form record and the form will open in a new browser tab / window. You will need to reply to the form and while doing so attach docs to form, this will complete your task for 'Attach Docs'.

Distribute

This task allows recipient to distribute the form to other users and collaborate further.

Click on 'Distribute' in 'My Tasks' column against an form record and it will open a new popup window of 'Distribute'. It contains 'To' and 'Subject' fields and details regarding previous message distributions showing at the bottom.

Below is a description of various icons available:

Icon

Title

Purpose

Maximize

To maximize the popup.

Dock Content

To dock the content within the same page so that you don't need to click again to view the popup content.

Undock Content

To undock the docked content.

Close

To close the popup.

Click in the 'To' box to see a list of users or roles or distribution groups from which you can add a recipient name for distribution. Type in the initial characters of the user, role or distribution group to get auto-suggestions based on the same.


To expand distribution groups or roles and find the users in it, click on expand icon that will appear upon mouse hover on the concerned distribution group or role name.

Use the checkbox to select users and choose tasks to be assigned to them using the corresponding task dropdown. Tasks that are enabled in relevant form settings configuration will only be available for selection.

Select a particular date for task completion by clicking on calendar icon.

Click on envelope icon to disable email notification for this specific form distribution. Once disabled, the icon color would change to grey. Based on email notification preferences of the user to whom form is being distributed and the selected task type, you may or may not get an option to send them an email notification.

Click on clone icon to give other tasks to the same user. You can do this for individual users as well as users in a particular distribution group or role.

The users added to the distribution will appear at the top along-with details regarding form task assigned to them. Upon mouse hover, it will also show the details of user like their organization and email address. Click on cross icon corresponding to the name of selected users to remove them from distribution.

To bulk apply same form task and task due date to multiple users:


1. From the options available at top right side, select the task name, task due date / select number of days and click the email notify icon.


2. Click on bulk apply icon available at the top right to apply the corresponding criteria to all selected users or roles or distribution groups.

Once done with selecting users and assigning tasks to them along-with due date, click 'Close' to proceed further with distribution or click 'Clear' if you want to reset the entered data and start a fresh distribution.

Enter a subject for this distribution as needed and click 'Distribute' to complete the distribution.

For Acknowledgement

This task allows recipient to acknowledge a particular form.

Click on 'For Acknowledgment' in 'My Tasks' column against an form record and a new popup window of 'Acknowledgement' will appear. Select the checkbox and click on 'Submit' to complete the task.

For Action

This task asks recipient to complete a particular action on an form as per the mentioned task notes if applicable.

To complete the 'For Action', you need to complete action which you are asked to do and then click on 'For Action' in 'My Tasks' column against an form record, a new popup window of task appears. Key in your remarks and click 'Submit' to complete the task.

For Information

This task informs the recipient about a particular form which is created.

To complete the 'For Information', user needs to click on 'For Information' in 'My Tasks' column against an form record, form will open in new browser window / tab and that 'For Information' task is completed.

Review Draft

This task allows recipient to review a draft form.

To complete the 'Review Draft' task, user needs to click on 'Review Draft'. Form draft opens in a new popup window, the draft can be reviewed and can be distributed further to other recipients with tasks and its time-line and click on 'Save' to complete that 'Review Draft' task.

Users selected for distribution will have incomplete tasks on form. Based on email preferences of the user to whom form is being distributed and the selected task type,

you may or may not get an option to send them an email notification.

Clear Form Tasks

Go to the relevant form group in 'Project Forms' tab and select the form type on which there are forms containing incomplete tasks to be cleared.

Click on form title to view the form in Asite Viewer, then follow the steps to clear tasks on that particular form.

Delegate Form Tasks

Go to the relevant form group in 'Project Forms' tab and select the form type on which there are forms containing incomplete tasks to be delegated.

Click on form title to view the form in Asite Viewer, then follow the steps to delegate tasks on that particular form.

Deactivate Form Tasks

Go to the relevant form group in 'Project Forms' tab and select the form type on which there are forms containing incomplete tasks to be deactivated.

Click on form title to view the form in Asite Viewer, then follow the steps to deactivate tasks on that particular form.

Reactivate Form Tasks

Go to the relevant form group in 'Project Forms' tab and select the form type on which there are forms containing incomplete tasks to be cleared.

Click on form title to view the form in Asite Viewer, then follow the steps to reactivate tasks on that particular form.


Check: FAQs

Next Article: Completing Form Tasks


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