Task Workflow
In the Workflow tab of a task, one can track the status of the given task in real time, check for the users currently being in responsibility and also review the Workflow History.
The following states are used to describe the task’s progress:
| Status Name | Description | Responsible User |
|---|---|---|
| Planning | If the task is created as the project entered a new phase and the Assignee is not defined yet, the task will remain in this status and wait for the Team Leader to select an Assignee. If the Assignee is already defined on project level, this step will be skipped and the task will transition to Assigned automatically. | Team Leader |
| Assigned | An Assignee is selected and this given user now has to confirm this task. This helps to validate that the task description is understood that the task is feasible in the given timeframe. | Assignee & Additional Assignees |
| In Work | As the task is still in progress and work is being done, the selected Assignees can provide feedback about the progress by using the given (hidden) Workflow Actions (e.g. 'Set Progress 50%'). This will store the progress in the task’s details page, capture the last update date, store the workflow action comment as 'Last Comment' and finally also update the task’s progress in the project gantt view. | Assignee and Additional Assignees |
| On Hold | If the Assignee(s) cannot proceed in task execution, the task can be set to On Hold status. This will notify the given project leader to take proper action. | Owner |
| Review | If a Reviewer is defined in the task details page, this step becomes mandatory as the task cannot be set to Completed status any longer. Only if the given Reviewer confirms the task’s outcomes, the task will be completed. This step is optional and can be used to handover the outcome of one task to the owner of a succeeding task that requires these outcomes. | Reviewer |
| Completed | As the task is set to complete, its total efforts will be added to both the related Phase’s and Project’s total actual efforts. If there are attachments for this task, the task will be connected to the project in the Relationships tab to make these attachments available on Project level within the Related Attachments. The task will be removed from the 'Tasks In Work' tab of the project. If this task is the last task to be set to complete status within the given phase, the related project will be transitioned to the matchiing gate review automatically. | - |