SoftExpert Process tasks
Prerequisite
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 present the tasks available in SoftExpert Process, as well as the transfer options associated with each of them. Remember that the component does not generate tracking tasks.
Execution
| Who receives it | Users defined as members of the responsibility route for the approval associated with the validity configuration or revalidation of the process. |
| When | When a revalidation is sent for approval. |
| Purpose | Approve or reject a process revalidation. |
| Execution | Click here to learn how to execute the task. |
| Who receives it | The party responsible for the execution of the request, defined in the SoftExpert Request component. |
| When | The party responsible for the execution of the request, defined in the SoftExpert Request component. |
| Purpose | To allow responsible parties to execute process creation requests. |
| Execution | Click here to learn how to execute the task. |
| Who receives it | The party responsible for the execution of the request, defined in the SoftExpert Request component. |
| When | The issue/approval step (as configured) is finished by the due responsible parties in the SoftExpert Request component. |
| Purpose | To allow responsible parties to execute process revisions requests. |
| Execution | Click here to learn how to execute the task. |
| Who receives it |
ISO9000 based: participants associated as responsible users through the Participant > Step tab on the process revision data screen. Remember that a process will only be revised if its respective control was configured in the respective type. Workflow: users defined as executors of process activities. These users must have the revision control enabled in the permission profile in the process type. To be able to edit a process modeling, the status associated with the activity must be configured with the "Edit process" control. The configuration of the revision model that will be used is established in the type that classifies the process. |
| When |
ISO9000 based:
Workflow: when a new revision is started and when, in the process flow, it is time for an activity to be executed. |
| Purpose | To enable processes to be revised, keeping the history of everything that has been changed. |
| Execution | Click here to learn how to execute the task. |
| Who receives it | Users who have permission to edit or revise enabled in the permission profile of the process type. |
| When | When the default time set in the validity configuration associated with the type of the pending process expires. |
| Purpose | To allow responsible parties to revise or revalidate a pending process. And to allow deleting processes that are no longer necessary for the organization. |
| Execution | Click here to learn how to execute the task. |
Acknowledgment
| Who receives it | Users who have the acknowledgment permission granted in data of process that was revised. |
| When | Just as a new revision is closed. |
| Purpose | Confirmation from concerned parties that a new revision of the process has been completed. |
Task transfer
SoftExpert Process allows transferring certain tasks, enabling the responsibility for their execution to be assigned to another user, according to operational needs.
Tasks that can be transferred
- Revalidation approval
- Process revision
Transferred responsibility
- Responsible for the process
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 to 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.