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Share document as 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 Registered 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.

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 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 as the document title.

  • Select the task Priority.

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  • Click the Due date field and choose the deadline.

    image.png

  • Click the Assignees field to add users.
  • EnterSearch for the users you want to assign.  Click Select next to the correct user.

    image.png

Confirm that the user(s) appears under Selected users. And click Confirm once all assignees are selected.

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    Optionally, enter a short Description explaining what the assignee needs to do.

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     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

      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

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        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.
      • FindThe task project containing the projecttask createdis fromtitled the registered document."Registered_Received_Year"
      • Click the three-dot menu on the project card, then click Open.

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       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.

      image.png

      Project task table showing the task created from the document

      The task assignees will open the task from Tasks → Assigned To Me - Internal if it was assigned to them by a user within their institution or External if it was by a user from another institution. 

      Proceed to the Responding to and Tracking tasks page to see how to update a task assigned to you.

      Step 7

      Track the task progress from the document

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

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

       Document view showing task progress and status image.png

       Details button in task progress section image.png

      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.

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      • Click View Progress Updates History to see submitted progress updates.

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      • 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

      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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