Task assignment in Process Portal: Frequently asked questions

Answers to a set of frequently asked questions about task assignment and reassignment.

Which tasks do I have access to?

You have access to the following types of tasks:
  • Tasks assigned directly to you.
  • Your claimed tasks.
  • Unclaimed tasks assigned to groups that you belong to.
  • Tasks for which you are an expert.
  • Tasks that you are collaborating on.

Who can reassign tasks?

The authorization for who can reassign tasks is dependent on the initial task assignment. Tasks that are assigned to users directly, for example USER:JohnDoe or with the Last User In Lane assignment, do not have an associated group, so only the task owner can reassign tasks. If there is no associated group, there is no way to assign the task back to the group. Any user is eligible for task reassignment.

Tasks that are assigned to a group, for example, to the Lane Participant, Routing Policy, or ad-hoc groups can be reassigned by the task owner to users within the group. Group managers that are defined for the task can also reassign the task. Defining group managers is not supported for ad-hoc groups.

Users that can reassign tasks can further be restricted by policies. See Restricting access to actions on BPDs and tasks.

Who can I reassign my task to?

If you claim a task by mistake, you can reassign the task back to the group or you can reassign it to another user. To reassign the task back to the group, select Reassign Back to Group from the actions list for the task. To reassign the task back to another user, select Modify Task from the actions list for the task.

Why is the Reassign back to group choice not available for my task?

This behavior occurs when the task was assigned only to you and not to one of the groups that you belong to. You can, however, assign the task to another user by selecting Modify Task from the actions list for the task.

When I enter a name, I get too many users back. How do I find the exact person that I am looking for?

For example, you entered ben as the user name, but the list of names contains all the users whose user names or display names include ’ben’ anywhere within them, for example, benjamin, adminben, sam benwell. To limit this list of names to exactly who you are looking for, enclose the name you enter in quotation marks. For example, to reassign the task to ben, enter "ben".

I received an email notification of a task assignment. When I clicked the link, I got a Server not found error. What should I do?

This error indicates that email notifications are not set up correctly for your Process Portal environment. Contact your system administrator.