Users on Asite can complete any of the form tasks assigned to them irrespective of whether their project role allows them to perform that task independently or not.
Once a task is distributed on a form, task recipients can see all their tasks as a hyperlink on that particular form under the 'My Tasks' column in the forms listing area. In case there are multiple tasks assigned to you on the same form, it would appear similar to a dropdown by clicking on the down arrow icon corresponding to the task name.
Alternately, if the same form is open in Asite Viewer, the task is also available to recipients as a hyperlink in the task dropdown at the top.
Task hyperlinks appear in red, amber or green colours depending on their completion status:
Red indicates that the task is incomplete and overdue
Amber indicates that the task is due within a week
Green indicates that the task is due after a week
A green tick appears opposite the task if it is already completed. Accordingly, a red cross icon appears opposite the task if it is cleared.
Below is a description of how you can complete different types of tasks on forms:
Completing 'Respond' task on a Form
To complete a 'Respond' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see a 'Respond' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'Respond' task hyperlink to continue.
While completing a 'Respond' task, you have to follow the steps for responding to a form (step 3 onwards). Once a new response is successfully created on that particular form, the task will then be marked as completed accordingly.
Completing 'Distribute' task on a Form
To complete a 'For Distribution' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see a 'For Distribution' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'For Distribution' task hyperlink to continue.
While completing a 'For Distribution' task, you have to follow the steps for distributing a form. Once that particular form has been distributed, the task will then be marked as completed accordingly.
Completing 'For Information' task on a Form
To complete a 'For Information' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see a 'For Information' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'For Information' task hyperlink to continue.
While completing a 'For Information' task, you simply need to open the form in Asite viewer. Once that particular form is viewed, the task will then be marked as completed accordingly.
Completing 'Assign Status' task on a Form
To complete an 'Assign Status' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see an 'Assign Status' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'Assign Status' task hyperlink to continue.
While completing an 'Assign Status' task, you have to follow the steps for changing a form status. Once the status for that particular form is changed, the task will then be marked as completed accordingly.
Completing 'For Acknowledgement' task on a Form
To complete a 'For Acknowledgement' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see a 'For Acknowledgement' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'For Acknowledgement' task hyperlink to continue.
A 'Complete' button will populate at the bottom side, clicking on which you are directly able to complete the task.
Completing 'Review Draft' task on a Form
To complete a 'Review Draft' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see a 'Review Draft' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'Review Draft' task hyperlink to continue.
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 as required. Once done, click on 'Save' to complete the 'Review Draft' task.
Users selected for distribution will have incomplete tasks on the form. Based on the email preferences of the user to whom the form is being distributed and the selected task type, you may or may not get an option to send them an email notification.
Completing 'Attach Docs' task on a Form
To complete an 'Attach Docs' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see an 'Attach Docs' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternately, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink while viewing form details.
Click the 'Attach Docs' task hyperlink to continue.
The form will open in a new browser tab or window. You will need to reply to the form and while doing so attach docs to the form. Once done, it will complete the 'Attach Docs' task.
Completing 'For Action' task on a Form
To complete a 'For Action' task, go to the forms listing area and search for the form on which you have this type of task assigned. Once you have found the required form, you will see a 'For Action' task hyperlink under the 'My Tasks' column corresponding to that particular form.
Alternatively, if the same form is open in Asite Viewer, that particular task will also be available to you as a hyperlink in the task dropdown available at the top.
Click the 'For Action' task hyperlink to continue.
While completing a 'For Action' task, you have to enter your remarks about the relevant action taken and click on the 'Complete' button to complete the selected task as seen in the screenshot above. Remarks entered by you will be available to access from the 'Access' history section of the same form on which the action is getting completed.
Next Collection: Additional Listing Views in the 'Project Forms' tab