Managing Tasks in the Work Exchange Folder
The Work Exchange folder is where you manage the work order tasks that are assigned to you. Each user has their own personal Work Exchange folder, so you only see the tasks that are assigned to the user you are currently logged in as.
Work exchange lets you:
- accept, reject, delegate work
- view work priority, target completion dates, and overdue tasks
- view forthcoming work
- email users to inform them that new work has arrived in their Inbox
The Work Exchange folder has several subfolders, and tasks are moved into the appropriate folders as needed. For example, accepting a task in the Inbox moves the task into the Work in progress folder; marking a task in the Work in progress folder as complete moves the task into the Completed folder. Once all tasks for a specific work order are completed, all reference to that work order is removed from your Work Exchange folder, but can still be viewed for auditing purposes by searching for the relevant work order event.
| Forthcoming | Lists the tasks in your queue and are of a lower task rating than the item in the Inbox and Work in progress folders. This lets you see what type of work and how much work is to be done. |
| Inbox | Usually one task at a time is placed in the Inbox folder. Tasks move out of the Inbox to the next appropriate folder when you accept it, reject it, complete it, skip it, delegate it, or reassign it. Once a task is moved out of the Inbox, the next task in your Forthcoming folder is moved into the Inbox folder. If you are assigned multiple tasks that are scheduled to begin on the same day, then those tasks are moved into the Inbox folder at the same time. |
| Work in progress | Accepting a task in the Inbox folder moves that task into the Work in progress folder, and a lock is placed on the task showing that it is being worked on. |
| Checked Out | The Checked Out folder within the Work in Progress folder contains any documents that are checked out on an ad hoc basis or as part of the work order task acceptance action. |
| Completed | When all the work for a task in the Work in progress folder is finished, you mark the task as being completed, and it is moved into this folder. When the last outstanding task for a work order has been completed, even by another user, the completed detail will no longer be displayed as the status for the work order will then be labeled Complete. |
| Skipped | Lists the tasks that you have skipped. |
| Rejected | Lists the tasks that you have rejected. |
| Delegated Work | Lists the tasks that you have delegated to other users. Once the other user accepts the task, the task is removed from this folder. You (the original user) remain responsible for the task even though the audit details will show that the delegated user has completed the task. |
| Approvals | Lists all work orders that require your approval. Only users who are designated as approvers will have work orders in this folder. |
| Reassign Required | Lists the tasks that you need to have reassigned. |
