Help ELMA ECM+

Acquaintance Task

When you send a document for acquaintance, the user you send it to receives an acquaintance task with the document attached. The task name is the subject specified when sending the document for acquaintance (fig. 1).

Fig. 1. Acquaintance task

An acquaintance task has five tabs:

Acquaintance – this tab contains two sections (fig. 2).

The Documents section, where you can view the document page and download the current document version.

The Acquaintance Sheet section that stores the current acquaintance sheet.

Fig. 2. Acquaintance tab.

Preview – in this tab you can previewing the current document version without downloading it to your computer (fig. 3). If the document version extension does not support the preview function, this tab is not displayed.

Fig. 3. Preview tab

About Task – this tab contains information about the task: end date, author, executor, creation date and status (fig. 4).

Fig. 4. About Task tab

History – standard tab for task pages. To learn more, see the respective Help page.

Time Report – this tab displays all the time reports submitted on this task. This tab is displayed only if at least one time report item has been submitted.

Sub-Tasks – this tab (fig. 5) displays all the sub-tasks for this acquaintance task. This tab is displayed only if at least one sub-task has been created.

Fig. 5. Subtasks tab

Document – this tab shows the document page. To edit the document page, click open in a new window.

Top menu buttons

The top menu of the acquaintance task has the following buttons:

	Click this button to complete the acquaintance task. When you click this button, a form opens where you can add a comment, attach a file and click Save. Depending on the settings, the Comment field may be a required one. The comment will be added to the document page. After that, the acquaintance sheet of the document will display Acquainted next to the name of the user who completed the task.
	Click this button to start execution of the task. In the opened dialog box, you can add a comment or upload a file. Using this button is optional.
	Create Sub-Task – allows creating a sub-task; Reassign – allows reassigning the task to another user. With specific settings, the duplicated user can be removed from the acquaintance sheet, and the user's acquaintance task will be canceled. Alternatively, the duplicated user can remain in the approval sheet and will receive two or more identical tasks. The approval sheet may include this user two or more times. Besides, when the executor of an acquaintance task reassigns it, the acquaintance sheet will display not only the name of the new executor, but also the first executor (in parentheses). Reschedule – allows rescheduling the task's end date. The task author and executor will be notified that the task has been rescheduled; Ask Question – ask a question on the task; Add Comment – add a comment to the task; Add Time Report – add a time report on the task. Download attachments - you can download the files attached to the task (including the files attached in a comment).

Creating sub-tasks

To create a sub-task, click Actions and select Create Sub-Task. In the opened dialog box (fig. 8) specify the following parameters:

Select sub-task type – select the type of the new sub-task. You can select Acquaintance Task or User Task. When you create acquaintance sub-tasks, they are added to the acquaintance sheet which the parent task belongs to.

When the specific settings are configured, acquaintance sub-tasks cannot be created for those users who are already in the acquaintance sheet. In this case, the following notification will be displayed on the parent acquaintance task page (fig. 6):

Fig. 6. Notification that a user is already in the acquaintance sheet

If it is not forbidden to duplicate users in the acquaintance sheet, for such users acquaintance subtasks can be created. In this case, the executed will be assigned 2 acquaintance subtasks and he/she will be duplicated in the acquaintance sheet.
Require digital signature – specify whether to require digital signature when completing the acquaintance sub-task. If you select Yes, the Sign attributes with digital signature box will be checked on the sub-task completion form, and the user will not be able to uncheck it (fig. 7). The availability of this option is defined by the system administrator in Administration – Document Management – General Settings of "Document Management" section – Digital Signature Settings – General Settings.
by checking the boxes, select the fields to move to the sub-task. Click Select All or Deselect All to check or uncheck all the boxes respectively.

Click OK.

Fig. 7. Selecting fields to move to the sub-task

Fig. 8. Form for completing an acquaintance task

Note, that the nesting of sub-tasks is unlimited.

After that, the form for creating a task will open featuring the selected fields.

Note, that when creating a sub-task, you cannot change the document version. The document version from the parent task is automatically attached to the sub-task. If the document version has been changed before creating the sub-task, the version that was originally sent for acquaintance will be attached to the sub-task.

After filling in all the required fields, click Save or Send in the toolbar, depending on the sub-task type you have selected. The task will be assigned to the executor. Note, that the sub-task due date is limited by the due date of the parent task.

When you attempt to complete a task with active sub-tasks, a warning dialog box will open, notifying you that there are active sub-tasks (fig. 9). If you click Yes, active sub-tasks will remain in the system.

Fig. 9. Warning dialog box