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Task Inbox

The task inbox shows work items assigned to the current user or relevant groups.

Tasks may represent approvals, checks, corrections, accounting work, document review, or follow-up actions.

What Is a Task?​

A task is a work item that asks a user or group to do something with a document or business object.

Typical tasks include:

  • review a document,
  • correct metadata,
  • approve an invoice,
  • check accounting data,
  • answer a clarification,
  • complete a follow-up action,
  • handle an error or exception.

Personal and Group Tasks​

Tasks can be assigned directly to a user or indirectly to a group.

Task typeMeaning
Personal taskAssigned to one user. Usually only this user or a valid substitute can process it.
Group taskAssigned to a role or group. Several users may see it, depending on permissions.
Module taskCreated by a module such as Invoice, Contracts, or Portal.
System taskCreated by automation or import processing.

Task Information​

A task usually shows:

  • title or document name,
  • document type,
  • status,
  • responsible user or group,
  • due date,
  • priority,
  • client or mandate,
  • last change date,
  • available actions.

The exact columns depend on the module and configured view.

Opening a Task​

Open a task to inspect the document, metadata, comments, preview, and available decisions. A task is normally completed only after the user chooses a workflow action or saves a required correction.

Simply opening a task does not usually complete it.

Why a Task May Be Missing​

If an expected task is missing, common reasons are:

  • the task is assigned to another user,
  • the task is assigned to a group the user does not belong to,
  • the user lacks the client or mandate role,
  • the task is already completed,
  • the document is in a different status,
  • filters hide the task,
  • substitution is not active or not configured for task visibility,
  • the task has not been created yet because processing is still running.

Working Efficiently​

Use filters and sorting to focus on:

  • due tasks,
  • overdue tasks,
  • tasks assigned to you,
  • tasks assigned to your group,
  • high-priority items,
  • tasks for a specific client or module.

For larger teams, dashboards and task lists should be reviewed regularly so blocked items do not remain unnoticed.