As a budget or forecast contributor, you are responsible for completing the tasks that are assigned to you, which involves entering and editing values in specific rows.
View your tasks
If you are assigned to a task in a budget or forecast workbook, you will see a pink notification on your Phocas homepage next to the relevant workbook, with a number indicating how many tasks you have. Click the notification link to open the workbook.
If you have enabled email workflow notifications, you will get an email with a list of the workflow tasks and a link to open the workbook.
Within a workbook, the Tasks button in the top right corner identifies how many tasks you have. You can then view your tasks in two ways:
Click the Tasks button to view a summary of your tasks, then click a task to go straight to the corresponding row in the worksheet, which displays in blue.
In the image below, you can see that Bill Branchmanager has been assigned two tasks by “CC” (Charlie C.Epho).
Click the My tasks button in the search box to filter the worksheet and view only the rows that were assigned to you. In the image below, you can see that only the Direct Fuel and Telephone rows display for Bill Branchmanager.
View other users' tasks
You might want to see what your colleagues are working on or what tasks are outstanding for a certain user. You can either:
Click the All tasks button in the search box to view the worksheet in its entirety, then expand the rows to view the workflow level.
Search for a specific user’s name to filter the worksheet and see only the tasks they have been assigned.
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Even though the above options are available to all Budgets and Forecasts users, you will only see the rows that correspond to the data you have permission to see. |
Complete your tasks
When you are assigned a task, you become the workflow owner for that row. The row turns yellow for you, so you can edit the data. You can take the following actions:
Add comments to explain your actions or ask questions.
View the cell history, if applicable, to see how values changed over time.
View the workflow history to see how the row has progressed in the workflow so far.
Reassign or submit a task
When you are happy with the values you entered, you need to submit the task back to whoever assigned it to you (typically this is the budget owner). If you need to collaborate with another user first, you can reassign the task to that user. Either way, you are no longer the workflow owner for that row and the row turns white, indicating that you can no longer edit the data. The row will be yellow for the user you assigned it to, so they can edit the data.
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You can multi-select ‘like’ rows, which are rows that have the same resulting action, for example, all rows that you want to submit. These rows can contain a mix of predecessors, owners and actions. The first row you select determines which other rows can be selected. The ‘like’ (similar) rows become available for selection via their check boxes. As ‘unlike’ rows cannot be selected, their check boxes do not display. When you make a selection, you can click on any row in that selection to proceed with the action, such as submitting the row. |
In the Workflow column of a row (or row within a selection), click the Assigned (workflow status) button.
In the workflow window, enter a comment, if required.
Select the applicable option:
To submit the row for review, click the Submit button.
To reassign the row to someone else, click the Assign button and select the required user.
Either way, the workflow window closes instantly and the Workflow column updates to reflect your changes - the label on the workflowbutton changes to Assigned/Submitted and your name is replaced by the user you assigned/submitted the task to. Your initials remain, so other users can see who assigned/submitted the task. The number in the My Tasks notification reduces.
If you change your mind, make a mistake or want to edit the row again, you can unassign or unsubmit the row. Click the Assigned/Submitted button, then click Unassign/Unsubmit, as applicable. The row returns to you and the other user loses the ability to edit the data.
In the image below, Bill Branchmanager has completed the tasks and is ready to submit the Direct Fuel and Telephone rows back to Charlie C.Epho.
After you submit a task, if your completed row is accepted, you will hear no more about it. However, if your completed row is rejected, it will return to you and display as a task once again. You might see a workflow comment. Resolve any issues and add a comment, if required, then submit the task again.
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