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Share as task on Received PDF documents

Use this workflow to create a task directly from a registered received document in E-Approval. The task is linked to the document, assigned to selected users, and can be tracked from both the document view and the Tasks module.

Before you begin: The document must already be registered under E-Approval. See the Registering documents page to learn how to register documents.

Share the Document as a Task

  1. Go to E-Approval.
  2. Open Department Box.
  3. Click Registered received or Registered Dispatched depending....
  4. Select the document you want to share as a task.
  5. Click the arrow next to Share.
  6. Click Share as Task.

Registered received document selected in E-Approval

Share menu showing Share as Task option

Complete the Task Information

The Create new Task window opens. The task name is filled automatically using the document title.

  1. Select the task Priority.
  2. Click the Due date field and choose the deadline.
  3. Click the Assignees field to add users.
  4. Enter a short Description explaining what the assignee needs to do.

Create new Task window showing priority selection

Create new Task window showing due date field

Add Assignees

  1. In the Assign Users to Task window, search for the user.
  2. Review the available users list.
  3. Click Select next to the correct user.
  4. Confirm that the user appears under Selected users.
  5. Click Confirm.

Assign Users to Task window with user search results

Available users list with Select button

Selected user confirmed in Assign Users to Task window

Create the Task

After adding the assignee and description, the Create Task button becomes active.

  1. Review the task priority, due date, assignee, and description.
  2. Click Create Task.
  3. Wait for the success message confirming that the task has been created.

Create new Task window with assignee and description entered

Create Task button highlighted

New task has been created successfully message

Open the Created Task Project

After the task is created, the system creates or updates a related task project in the Tasks module.

  1. Go to Tasks.
  2. Click Initiated By Me.
  3. Find the project created from the registered received document.
  4. Click the three-dot menu on the project card.
  5. Click Open.

Tasks dashboard with Initiated By Me highlighted

Initiated By Me page showing registered received project card

Project card menu showing Open option

View the Task in the Project

Inside the project workspace, the task appears in the task table. You can view the task name, progress, priority, status, assignees, and due date.

Project task table showing the task created from the document

Track Task Progress from the Document

Return to the original document in E-Approval. The document now displays task progress, completion percentage, and task status.

  1. Open the original registered received document.
  2. Review the Task progress section.
  3. Click Details to open the task details panel.

Document view showing task progress and status

Details button in task progress section

Review Task Details

The Task Details panel shows the task description, due date, priority, created date, assignee, progress, attachments, and activity.

  • Description: Shows the task instructions.
  • Due date: Shows when the task should be completed.
  • Priority: Shows the selected priority level.
  • Attachments: Shows files linked to the task.
  • Activity: Shows task updates and activity records.

Task Details panel showing description due date priority progress and attachments

View Activity and Progress Update History

  1. Expand Activity to view recent task activity.
  2. Click View Progress Updates History.
  3. Review the progress update details, attachments, update date, and user who submitted the update.

Task Details panel with Activity section expanded

View Progress Updates History button highlighted

Progress Update History panel showing update details and attachment

Expected Result

The registered received document is successfully shared as a task. The task appears under Tasks in Initiated By Me, and task progress can also be tracked from the original document in E-Approval.

Notes

  • The Create Task button remains disabled until all required fields are completed.
  • At least one assignee must be selected before the task can be created.
  • The created task is connected to the original document.
  • Progress, status, activity, and update history can be reviewed from the task details panel.
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