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SoftExpert Document tasks

The new task center came into effect in version 2.2.4 of the system. To access the documentation of the old task menu, click here.

 

 

Prerequisite

  • Access to the Task center menu.

 

Introduction

Tasks represent the system's pending activities for which the logged user is responsible. They are used to organize, monitor, and control actions related to documents throughout their life cycle.

Tasks are classified into three categories:

  • Execution: gather the to-do tasks that the user must carry out directly, within a defined deadline or duration.
  • Acknowledgment: correspond to the tasks in which the user must confirm acknowledgment about a defined action, publication, or record.
  • Tracking: comprise the tasks for which the user is responsible, but whose execution is assigned to another user, allowing the progress to be monitored.

Furthermore, the system allows tasks to be transferred, making it possible to assign a pending activity to a different user, according to the organization's operational needs.

This article will cover the tasks available in SoftExpert Document, as well as the transfer options associated with each of them.

Check out how the new task center works by clicking here.

 

 

Execution

Who receives it
  • Responsibility route: users defined as members of the route responsible for the approval, associated with the category or document.
  • Workflow: users defined as executors of the process activity, during process modeling.
When
  • A document is sent from the Indexing step to the Approval step.
  • The document approval process is via workflow and it is time for the activity to be executed.
Purpose  To approve or reject a document drafted during the Indexing step.
Execution Click here and learn how to execute the task.
Document approval

 

Who receives it The users defined as members of the responsibility route for the approval, associated to the configuration of the validity or revalidation of the document.
When A revalidation is sent for approval.
Purpose Approve or reject a document revalidation.
Execution Click here and learn how to execute the task.
Revalidation approval

 

Who receives it

It changes according to the requested operation:

Creation: user responsible for executing the request. Defined in the Request component.

Revision: user with the Revision control enabled in the security list of the document.

Cancellation: user with the Cancel control enabled in the security list of the document.

Print: user with the Print control allowed in the security list of the document.
When The issue/approval step is finished by the due responsible parties, as configured in the Request component.
Purpose To create, revise, cancel, or record document copy protocols according to requesters' needs.
Execution Click here and learn how to execute the task.
Request execution

 

Who receives it Users with the Evaluate applicability control enabled in the Security list of the document.
When The document revision is closed.
Purpose To evaluate whether the document is applicable to a particular group of users. For example: the leaders can evaluate whether a corporate document is applicable to their team. 
Execution Click here and learn how to execute the task.
Applicability evaluation

 

Who receives it User defined in the copy protocol as responsible for receiving the controlled copies.
When The issuance of the copy protocol is finished and its receiving is not confirmed.
Purpose To confirm the receiving of the copies and verify if they match the copies declared in the protocol.
Execution Click here and learn how to execute the task.
Confirmation that copies have been received

 

Who receives it
  • Users who have the Distribute copies control enabled in the security list of the pending document when the distribution is configured as Document control in the category.
  • Team responsible for the copy station configured in the document category.
  • Team defined in the category, configured as Specific team.
  • This task will only be generated for documents with the Printed copy control enabled and the substitution mode set as Manual in their category.
When A document revision is released and the document still has obsolete copies in use. For example, the revision 01 of the specific document is released, however, there are copies of the revision 00 in use.
Purpose To notify the responsible users that there are obsolete copies in use so they can be cancelled.
Execution Click here and learn how to execute the task.
Obsolete copies cancellation

 

Who receives it Responsible for the distribution of document copies, defined in its category.
When
  • A new revision of a controlled copy type document is released/approved.
  • A printed controlled copy is cancelled.
Purpose To notify the responsible users that there are printed copies of the new version of the document that must be sent to the respective stations.
Execution Click here and learn how to execute the task.
Send printed copies

 

Who receives it Users who have the Delete control enabled in the security list of the document.
When The retention deadline of the previous archiving step (Current/Intermediate) has expired.
Purpose To delete the electronic file or record of the document that has no secondary value for the organization. Or to postpone the deletion of the document.
Document disposal

 

Who receives it
  • Users with the Edit control allowed in the security list of the document and the indexing control checked in the general parameters.
  • Responsible party for the recorded document.
When A document is created in a category that has the Indexing control enabled and it is not sent to the next step.
Purpose To finish the draft step of a document, before sending it for the Approval/Release step. 
Execution Click here and learn how to execute the task.
Document indexing

 

Who receives it
  • Users who have the Create training control enabled in the security list of the document that will be the training object. These users must have access to the Training planning and Training execution menus in the Training component to successfully execute this task. 
  • Members of the organizational unit control team who have the Create training control enabled in the document security.
  • Members of the team defined in the Training control of the category when it is configured for a specific team to create the document trainings.
When The revision of a document is approved or released according to the configuration performed in the document category.
Purpose To train the employees on the content of a document. The deadline to execute this task depends on the configuration in the document category, as it is possible to configure different deadlines for critical and noncritical trainings.
Execution Click here and learn how to execute the task.
Training registration

 

Who receives it

ISO9000 based:

  • Draft/Review/Approval/Release: users defined as participants in the revision route associated with the document.
  • Closure: if the option is checked in the general parameters, the user who created the revision will receive this task. Otherwise, all users who have the Revise control enabled in document security will also receive it. This step will only be generated if it is configured that the revision closure will be manual.
When

ISO9000 based:

  • Draft: when a new revision is started or when a participant rejects a revision step.
  • Review/Approval/Release: after the drafter releases their task. Such steps are optional and are received in this order.
  • Closure: after the last revision step defined in the route is executed.
  • Workflow: when a new revision starts and when, in the process flow, it is time to execute the activity.
Purpose Control the changes and versions of the created documents. 
Execution Click here and learn how to execute the task.
Document revision

 

Who receives it Users with permission to revise in the documents configured with translation relationships.
When
  • Notify structure revision: this task will be generated when the revision of a document with translation relationship is created. To do that, the Notify when creating the revision option must be checked on the Relationship association screen.
  • Notify when closing the revision: this task will be generated when the revision of a document with translation relationship is closed. To this end, the Notify when closing the revision option must be checked on the relationship association screen.
Purpose To check the impact and the necessity of revising the documents listed as translations of a document being revised. 
Translation revision

 

Who receives it Users who have the Edit or Revise controls enabled in the security list of the pending document.
When
  • The default time defined in the validity associated with the category of the pending document expires.
  • A revalidation is rejected.
Purpose To allow the responsible users to revise or revalidate pending document.
Document due date

 

Acknowledgment

Who receives it Users with the Revision control enabled in the Security list of the document. This task will only be generated if the Notify structure revision option is checked in the Revision section of the general parameters.
When The revision of a document that has a complementary document structure is started.
Purpose Verify and define which complementary documents should also be revised. 
Revision acknowledgment

 

Who receives it Users who have the Acknowledgment control enabled in the security list of the document.
When After the Approval or Release of the document revision, as configured in its category. This task will only be generated if the Electronic copy control is configured in the document category.
Purpose To alert the users that a document has gone through a revision and that a new version is available.
Execution Click here and learn how to execute the task.
Publication acknowledgment

 

Tracking

Who receives it Users who have the Revise control enabled in the security list of the pending document.
When When a new document revision starts.
Purpose To track the progress and deadline of the revision.
Revision tracking

 

Task transfer

SoftExpert Document makes it possible to transfer defined tasks, allowing the responsibility for their execution to be assigned to another user, according to operational needs.

Tasks that can be transferred

  • Document approval
  • Revalidation approval
  • Confirmation that copies have been received
  • Document revision
  • Document request

Transferred responsibility

  • Responsible for the document

When the transfer is carried out, the task will appear on the list of the new responsible party, who will take over its execution from that moment on.

Click here and learn how to transfer tasks in the new center.

 

Conclusion

As tasks are executed and closed, they are no longer displayed in the list of pending records in the Task menu.

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Index

Prerequisite Introduction Execution Acknowledgment Tracking Task transfer Conclusion

First steps

Advanced resources

New features