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Share a document as a Task

This page explains how to create a task directly from a registered document in E-Approval. The task is linked to the original 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-ApprovalRegistered received or Registered dispatched. See the Registering documents page to learn how to register documents.

Step 1

Open the registered document

  • Go to E-Approval.
  • Open Department Box.
  • Click Registered received or Registered dispatched, depending on where the document was registered.
  • Select the document you want to share as a task.

Registered document selected in E-Approval

Step 2

Share the document as a task

  • Click the arrow next to the Share button.
  • Select Share as Task.

Share menu showing Share as Task option

Step 3

Fill in the task details

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

  • Select the task Priority.
  • Click the Due date field and choose the deadline.
  • Click the Assignees field to add users.
  • 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

Step 4

Add assignees

  • In the Assign Users to Task window, search for the user you want to assign.
  • Review the available users list.
  • Click Select next to the correct user.
  • Confirm that the user appears under Selected users.
  • 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

Note: At least one assignee must be selected before the task can be created.

Step 5

Create the task

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

  • Review the priority, due date, assignee, and description.
  • Click Create Task.
  • 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

Step 6

Open the created task project

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

  • Go to Tasks.
  • Click Initiated By Me.
  • Find the project created from the registered document.
  • Click the three-dot menu on the project card, then click Open.

Tasks dashboard with Initiated By Me highlighted

Initiated By Me page showing registered received project card

Project card menu showing Open option

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

Project task table showing the task created from the document

Step 7

Track the task from the document

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

  • Open the original registered document.
  • Review the Task progress section.
  • Click Details to open the task details panel.

Document view showing task progress and status

Details button in task progress section

Step 8

Review task details and activity

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

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

Task Details panel showing description due date priority progress and attachments

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 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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