All tasks that are assigned to you
appear in your To Do list (queue).
Any group and shared To Do lists that you have access to also
appear in the left pane on the To Do page. You can complete tasks
from any To Do list that you have access to.
A group To Do list may have more than one member. An administrator
sets up group To Do lists based on the specific requirements of
your organization. Group To Do lists provide a way to distribute
work among several people who share similar responsibilities.
For example, each member of your team processes loan application
forms. All these tasks are sent to a group To Do list that every
member of your group has access to. Each member of your group can
access the tasks from that To Do list.
A shared To Do list appears when another user shares their To
Do list with you. You can then view the tasks in that user’s To
Do list and complete them on that user’s behalf. For example, if
you are taking a vacation, you may choose to share your To Do list
with a co-worker who completes your tasks while you are away.
Note: You can also specify out-of-office settings
to forward tasks to other users while you are away.
To work on a task from a group or shared To Do list, you must
first claim the task. You then become the owner of the task until
you complete it or forward it to another user.
Sharing queues
You can share your To Do list with another user, who can
then view the new tasks in your To Do list and act upon them for
you. If any tasks exist in your To Do list before you share your
To Do list, the other user cannot view them. The user can view and
claim only the tasks that arrive in your To Do list after you grant
access to your To Do list.
Keep in mind that for a user to see a task in a shared queue,
the process designer must enable the Add ACL for Shared Queue option
on the Task Access Control List (ACL) tab of the User Service.
Note: If you plan to be away from the office, you
can also specify out-of-office settings to forward tasks to other
users while you are away instead of sharing your entire To Do list.
Share your queue
Click Preferences and then click Manage Queues.
Select Share my queue.
In the User ID box, specify the name or partial name
of the user to share your To Do list with and click Find to
list all the user names that match the search criteria.
Note: The user name search is limited to 100 results.
If you cannot find the user you need, refine your search criteria.
Select the name of the user and click Share or double-click
the name of the user.
Note: You can remove a user
from sharing your To Do list by selecting the user name from the
Users Currently Sharing My Queue list and clicking Remove.
Accessing other queues
You can request access to another user’s
To Do list to view and claim any new tasks in the user’s To Do list.
When you request access to another user’s To Do list, the user
receives a task in their To Do list to either approve or deny your
request. After the user completes the task, you receive a notification
in your To Do list.
If you are granted access to another user’s To Do list, you cannot
view any tasks that existed in the user’s To Do list before you
were granted access. You can view only the tasks that arrive in
the user’s To Do list after you are granted access to the To Do
list.
Access another queue
Click Preferences and click Manage Queues.
Select Access another queue.
In the User ID box, specify the name of the user whose
To Do list you want to access, or click Find to list all
user names.
Note: The user name search is limited
to 100 results. If you cannot find the user you need, refine your
search criteria.
Select the name of the user and click Request.
Note: You can remove your access to another To Do list
by selecting the user name from the Users Queues That I have Access
To list and clicking Remove. You cannot remove your access to another
To Do list when the request to access the To Do list is still pending.
