Tasks

What is a BLUE Task?

A task is a single unit of work that a user must complete, such as uploading a file or reviewing a piece of artwork. A project contains tasks, which must be performed in a predefined sequence in order to produce a desired outcome, such as an approved piece of artwork.

Who can work on tasks?

By default, only the task owner, delegated task owner, or a workflow admin can edit task attribute values and complete the task. The task also needs to be in progress. This is controlled by a BLUE site-wide setting. Here is a summary of the behavior, depending on how your system is configured.

Workflow Schedule Owners May Complete Task	Behavior
False (default)	Only the task owner, delegated task owner, or workflow admin can edit task attribute values and complete the task. The task must be in progress.
True	The project owner, sub-process owner, task owner, delegated task owner, or workflow admin can edit task attribute values and complete the task. The task must be in progress.

Viewing a task

If your job is to perform or manage tasks, you will be automatically directed to your task list. To view the details for the task, click on the task row to open the task detail panel on the right hand side.

Exploring the task details

Once you have clicked on a task row to see its details, you’ll see everything you need to complete your task.  The right panel will display the details of the task, including the task name, the project name, the task Id, the task owner, the task status (followed by its timeliness, such as on time, or late), the task start date and due date, as well as the planned task duration in days. The task duration is populated from the template, but may be edited within project context.

You’ll be able to upload files or launch the online proofing tool to review, approve, or reject files, as well as complete the task—all in one place. Depending on the type of task, you will either see actions to “Review” or “Complete” the task.

At the bottom of task details, you will also see metadata assigned to the task and any reference files that are needed for you to work on your task.

Task actions

Adding Reviewers

When the system is configured to allow adhoc Review tasks, you will see the Add Reviewer option in task details when viewing a Review task as long as it is a current or upcoming step in the workflow. Adding an adhoc Review task will create a copy of the Review task, including its attributes and files.

Note: The Add Reviewer option is not available on Review tasks created using the Replication feature (where attribute values drive task creation).

 

After choosing this option, in the Add Reviewer dialog:

• • Task owners may add Review tasks for users within their group (i.e. Legal).

  • Sub-process owners, project owners and workflow admins may add Review tasks for a user in any group that is allowed on the swimlane, which is configured on the template.

The system will notify the new reviewer with the comment you entered, when the reviewer’s notifications are enabled. The new Review task is added in parallel with the original task.

Adding Approvers

When the system is configured to allow adhoc Approval tasks, you will see the Add Approver option in task details when viewing an Approval task as long as it is a current or upcoming step in the workflow. This will create a copy of the Approval task including its attributes and files.

Note: The Add Approver option is not available on Approval tasks created using the Replication feature (where attribute values drive task creation).

After choosing this option, in the Add Approver dialog:

• • Task owners may add Approval tasks for users within their group (i.e. Legal).

  • Sub-process owners, project owners and workflow admins may add Approval tasks for a user in any group that is allowed on the swimlane, which is configured on the template.

The system will notify the new approver with the comment you entered, when the approver’s notifications are enabled. The new Approval task is added in parallel with the original task.

 

Claiming tasks

As a task owner in the assigned group, you can claim a task that is either unassigned, or assigned to another member of your group. By claiming a task, you are become the task owner who is responsible for completing it.

To claim an eligible task, click on the More Task Options menu and choose Claim Task.

After claiming the task, you become the task owner, as shown below.

Delegating tasks

You may need to Delegate a task assigned to you to someone else. By delegating your task, you are still the responsible task owner, but the person you have delegated the task to, can complete it on your behalf.

To delegate a task, click on the More Task Options menu and choose Delegate. Select a user from the same group who can complete this task on your behalf.

Note: Delegating to out-of-office users is not allowed. Out-of-office users are shown in user drop downs with a red dot next to their name.

Enter an optional comment for the delegated task owner. The person you delegate for the task will receive an email notification which includes this comment.

The task details displays the name of the responsible task owner, as well as the delegated task owner

A Delegated icon will also appear on the task row to show that it was delegated. Hover of the icon to see a tooltip that displays the comment entered when delegating the task.

Escalating tasks

If you are unable to work on a task, you can Escalate it to the sub-process owner or project owner.

To escalate a task, click on the More Task Options menu and choose Escalate. Select the sub-process owner or project owner.

Note: Escalating tasks may be done one at a time using the Escalate action, or it may be done automatically by turning on your out-of-office status. Escalating to out-of-office users is not allowed. Out-of-office users are shown in user drop downs with a red dot next to their name.

Enter an optional comment for the escalated task owner.

An Escalated icon will also appear on the task row to show that it was escalated.

Escalating tasks when you are out of office

If you have your Out of Office options set to escalate, tasks assigned to you will be automatically escalated to the sub-process or project owner.

Task list options

Using search filters

Click on the Search icon to view and configure filtering options. Results are based on the criteria chosen. See Project and Task Search for more information.

Selecting which columns to display

To add more columns to display on your task list, open the task list settings and select one of the available options shown. Selected columns will display in your task view.

Sorting tasks

Click on a column heading once to sort the list. Click a second time to reverse the sort order. For example, click on the Due Date column heading to sort the task list by due date.

Understanding task statuses

Here is a summary of the different task statuses used in BLUE.

Status	Description
In Progress	This item is active and ready to be completed. Prerequisite tasks have been completed. These In Progress tasks will include those that are at risk of being late and those that are late.
Pending	This item has not started yet.
Completed	This item has been completed on time.
Approved	This item has been approved and it was on time.
Rejected	This item has been rejected.
Bypassed	This item is scheduled to be bypassed, or has been bypassed (skipped) in the project.
Canceled	This item has been canceled and cannot be restarted.
Suspended	This item has been suspended and may be restarted.

Understanding task types and icons

A project is usually comprised of different tasks types. For example, within a process, the first task could be to upload a file, the next step could be to review the file and the last step could be to approve the file. Each task type has an icon associated with it. These are the BLUE task types:

	Task	Description
	Standard Tasks	These are tasks you accomplish and complete outside of BLUE. Examples would be calling a supplier, calling a meeting, or printing a file. You would track and mark these tasks as complete in BLUE. The standard task can also validate data entry tasks on completion.
	Upload Reference Files Tasks	This task requires you to upload a file to BLUE. This is usually a reference file or supporting document, such as an image, document, video, or 3D Collada file that does not need to be routed for review and approval. This file can be accessed by any user who is involved with the project. You may also attach existing files from the Asset Library to a project as a reference. These files are displayed in the right panel when reviewing files.
	Upload File for Approval Tasks	This task requires you to upload a file for review and approval. After uploading a file, the task owner marks the task as complete in BLUE.
	Review Tasks	This task displays the file that was added for review, which may be the base artwork or the approval candidate. Reviewers will open the file in online proofing and use the annotation tools to add comments. When reviewing an approval candidate and there is a previous cycle, the reviewer will be able to compare cycles in online proofing’s compare view. When the task is complete, the file will be available for the approval task(s).
	Approval Tasks	This task displays files for approval. Approvers can add comments and add their approval decision (approved or rejected) in online proofing, which automatically marks the task as complete.
	Complete Form Tasks	These tasks are used to request specific information from the task owner. Usually reserved for gathering data such as brand information, ingredients, nutritional information, disclaimers, and/or warnings. Forms may also be saved as reference files and approval candidates within a workflow. See Forms Task Nodes and Form Tasks for more information.
	Manual Transfer to Library Tasks	These are manual tasks assigned to a user, who transfers the approved asset to the BLUE Library following the approval process. See Transfer to Library Tasks for more information.
	Auto Transfer to Library Tasks	These are automated system tasks, which will transfer the approved asset to the BLUE Library following the approval process. See Transfer to Library Tasks for more information.
	Auto Transfer to MediaBeacon Tasks	These are automated system tasks, which transfer the approved asset to the MediaBeacon Library following the approval process. See Transfer to Library Tasks for more information.
	Select Base Artwork from Library Tasks	This task allows a user to select one file from the library to use as a base artwork file for a new file that will be routed for approval. Depending on the template settings for this task, the user attaching the base artwork may be able to make annotations to indicate what changes are needed for the new artwork file. There may be additional Review tasks that follow this task, allowing more reviewers to mark up the base artwork. Base artwork files must be proofing supported file formats. Adobe Photoshop (PSD) files are not supported.
	Automation Tasks	The Automation task is a task within the workflow that was configured in the process template to execute a step or set of steps automatically in the system when this task is active or becomes in progress.
	Milestones	These are markers for milestone events in the project. Milestones can be placed at any level of the project schedule. These tasks do not have task owners.
	Create Packshots	Packshots is a licensed feature. The Create Packshots node must follow the artwork approval process, and it is used to generate a set of Packshots of the approved artwork. The Create Packshots task may or may not be associated with its own approval cycle. See Packshots for more information.

 Select Base Artwork from Library Task

If you are the task owner of a Select Base Artwork from Library task, you have been assigned to select an existing file from the library to use as the base artwork for a project or sub-process. Depending on the task’s template settings, you will be able to select the file and make annotations so that the task owner assigned to the Upload File for Approval task can see what changes are needed for the new artwork file. Other reviewers may also be assigned to review and markup the base artwork file. The original Library file will not be affected by any annotations added in the project.

Note: Base artwork files must be supported proofing formats. Adobe Photoshop (PSD) files are not supported.

If your template is configured to automatically create sub-processes, the base artwork file may already exist. You can either keep the file that was selected or delete and choose a new one.

 

If the base artwork file has not yet been pre-selected, you will need to select it from the Asset Library.

To select the base artwork file, click Attach from Asset Library in the right task panel.

The Attach from Asset Library dialog opens so you can search via the folder hierarchy or type into the Search field. The number of results will depend on what file types were configured on the task in the process template. Once the you have found the base artwork file, click on the thumbnail to see its details in the right panel.

The asset’s details will display the projects and sub-processes that are using the same asset (with the status in brackets).

Narrow your results by adding or removing search filters. Use the Edit link to add more search filters. The results will be filtered based on your selected filters.

Select one file and then click OK.

Note: If you edit the filters, and the field you selected as a custom filter, is a multi-value field and part of a constraint set, this may cause delays in yielding results in the search window. When possible, this type of custom field should not be used as a search filter.

The selected based artwork file will appear in the task details panel. You will see the thumbnail and its filename. If the task allows annotations, click Review to open the file and add annotations as needed.

Once you are in the proofing window, you can add the annotations necessary to indicate to the task owner of the Upload File for Approval task, what is needed in the next revision of this artwork. The annotations will be saved and locked within the project once the Select Base Artwork task is completed. The original Library file will not be affected by any annotations added in the project.

When you are finished adding annotations, click Complete to finish your task.

The task owner of the Upload File for Approval task will see the base artwork file next to the area to upload the approval file. The task owner can view the base artwork file in online proofing by clicking Review after uploading the approval candidate file.

Once the approval candidate has been uploaded, the base artwork file will appear in the Reference Files section of task details, and in online proofing as a comparison file.Here is the base artwork file (on the right) in online proofing, Compare View side by side mode.

Base Artwork Review tasks

Depending on how your workflow is set up, a Review task may allow you to review and mark up the base artwork file.

Click Review to open the base artwork file in online proofing.

 

Base artwork reviewers add annotations and then complete their task in online proofing. Base artwork reviewers see annotations from other base artwork reviewers (including the person who attached the file in the Select Base Artwork from Library task).

The compiled annotations from all base artwork reviewers appear on the base artwork as a reference in cycle tasks, including the upload file for approval task.

When you are finished adding your comments, click Finish in online proofing to complete your task.

Uploading files

On an Upload File for Approval task or an Upload Reference Files task, open the task details panel by clicking on it. For upload tasks you will see a drop zone. Drag the file on the task details page to upload it.

• • Upload File for Approval – you may only upload one file.

• • Upload Reference Files – you may upload or attach one or more files.
  • Depending on your template settings, the reference files you upload may have expanded visibility to the entire project. See Reference Files for more information.

Deleting files after upload

If you make a mistake and upload the wrong file, you can delete it. Just hover your mouse cursor over the thumbnail and click the trash can icon. This will remove the file so you can upload the correct one.

Completing upload tasks

Once the files have have been uploaded, click Complete to mark the task as complete.

Reviewing and approving files

On the task details panel, you will see the thumbnail for the file that needs to be reviewed.

Click the Review button to open the file in online proofing where you will review the file and complete your task.

The online proofing tool opens so you can review the approval candidate file and add your annotations if needed. Depending on your template configuration, you may be able to compare the approval candidate with the base artwork,  files in other sub-processes or reference files. See Comparing Files for more information.

In online proofing, you can:

	Open the proofing window in a separate tab.
	Slide the task panel to open and close it. The task panel contains details of the task, such as attributes and due date.

Review Tasks

Reviewers can add comments in online proofing. In the online proofing tool, use the annotation tools to add comments. If there is a previous cycle or other comparison files use Compare View to see the differences between files.

When you are done, click Finish.

Approval Tasks

Approvers can add annotations and then make a decision about whether the file is Approved or Rejected. Use the annotation tools to add comments. If there is a previous cycle or other comparison files, use Compare View to see the differences between files. When you are done, set your approval decision by clicking Approved or Rejected. If a rejection reason or comment is required, entered it and then complete your task.

Setting annotation statuses

If you are a gatekeeper reviewer or approver, it is your job to review the annotations left by other reviewers and decide whether their comments are valid and need to be addressed in the next cycle or not. When in online proofing, set the status for each annotation so that the artwork designer who will update the artwork for the next cycle knows which annotations are important. The statuses are configurable so may be different from what is shown here. In this example, the gatekeeper reviewer has marked the important annotations that must be addressed in the next cycle as ‘Approved’.

Working with Cycles

Viewing the task history

When there are two or more cycles, a History section appears on task details. The History section lists the task status for each cycle and its associated icon (if applicable). If a comment was entered when completing the task in online proofing, the comment is shown after the status. Similarly, if a file was rejected in an approval cycle, the rejection reasons are shown here as well.

Here is the History section of task details showing the previous cycle was rejected in the last cycle, along with the comment entered when completing the task and the rejection reasons.

If you have access to the project History tab, you will also see the comments and rejection reasons here.

Viewing previous cycle attributes

You may view the attribute values for a previous cycle by clicking the info icon in the task History section. This opens an info pop up with the information for that cycle.

Viewing previous cycle annotations

When a new cycle is created due to a rejection, the Review button in task details is available for the artwork designer who will upload the new approval candidate.

Reviewers and Approvers may also go back to their Review and Approval tasks and click the Review button while the Upload File for Approval Task is underway. This allows reviewers and approvers to access their annotations and approvals and clarify any questions about the comments they made for the artwork designer.

Viewing previous cycle annotation statuses

If you are the artwork designer who will upload the approval candidate, click the Review button to open online proofing.

If your system and template are configured to use annotation states, you will see a status next to each annotation, indicating its importance. These statuses have been assigned by a gatekeeper reviewer and let you know which annotations must be addressed for the next cycle of artwork. Here, the statuses are grouped by annotation status.

Working with Task Attributes

Setting attribute date values

If a task has a date field that needs to be filled in, click on the date field to bring up the calendar.  You can choose a month from the drop down, or use the arrows to navigate between months; type a year in the input box.

Attributes in new cycles 

Many tasks in BLUE have attributes, which may be optional or required. Required attributes must be completed before completing your task . When a new cycle is created because a cycle is rejected, Canceled, redone or rewound, the following rules exist for copying cycle task attributes to the new cycle:
– Retain required attribute values for cycle tasks on the new cycle. Clear optional attribute values.
– Except, if the task is a Complete Form task that saves the form as an approval candidate in the workflow, then copy both the optional and required attribute values to the new cycle.

Downloading project files

If you have download permissions, download the approval candidate or reference files from any task in a project to view it outside of the system.  The Download option will be visible below the approval candidate thumbnail in task details, or in the Reference Files section when hovering over the reference file row, if it is allowed.

Sharing reference files from a task

You can share reference files from your task with other BLUE and non-BLUE users so that they can view and download these files. Select the reference file you want to share from your task and click Share.

Note: The Share file option is available for proofing supported file formats. Adobe Photoshop files may not be shared in project context.

In the Share Files dialog, select the recipients or type in an email address. You can set an optional expiry date or password to limit who can access the file.  If you choose to password protect the file link, enter a password of your choosing that will be needed when redeeming the file link and then confirm the password.

Recipients of the shared file links will be notified by email.

An audit trail is recorded when a file link is created and redeemed.

For more information on task-related topics, visit these links…

To learn about creating and managing projects, see Projects.

To learn about automatically transferring files to the library, see Transfer to Library Tasks.

To learn more about the viewing reference files, see Reference Files.