Creating an auto task

Create an auto task so that any elements uploaded to the project are automatically added to the same task.

Requirements: You must have a project role that includes both the Create Tasks and Modify Project user rights.

The design of the Auto Task window includes the following four tabs that appear at the top of the screen: Description, Elements, Users, and User Groups.

Select the project for which you want to create an auto task.
Perform the following actions:
1. In the Projects,Libraries view, under the project that you selected, click Elements.
2. From the Task menu, select Create AutoTask.
Type a name for the auto task.
Select Review Task, Approval Task or Mixed Task.

Perform the following actions as needed:

For this option	Do this
Due Date	Select the due date by which users must set the task status.
Description	Type information about the task.
Color Approval	Select this check box if you want to perform Matchprint Virtual color-accurate monitor proofing for the elements, based on the color target that you select in the list. This option is only available for approval tasks, when the following conditions are met: The Matchprint Virtual option is licensed for your system. One or more color targets are available to you to associate with the task. Note: Color targets are used to render the elements in Smart Review. Your system administrator sets up the color targets. At least one of the selected elements uses a format that is supported by Matchprint Virtual.
Task Options	Select Require password authentication for approvers to require approval users to enter the system password before setting the approval task status. Select Allow 'Approve With Changes' Status to make the Approve With Changes status available when users approve a task (in addition to the default Approved and Rejected statuses). Select Only allow 'OK' status for reviewers to allow reviewers to set the Review - OK status only. With this option selected, the Review - Not OK status is disabled. Select Exclude task from automatic reminders to exclude this task from the auto-task reminder mechanism which may be configured for the customer. In the Owner list, select the required owner of the task. This property can be used for efficient task management, such as searching and filtering.

On the Users tab, perform the following actions as needed:

For this option

Do this

Users

Select the users that you want to assign to the task. For a Mixed task, select the approver users and reviewer users separately.

For this option	Do this
Users	Select the users that you want to assign to the task. For a Mixed task, select the approver users and reviewer users separately.

On the User Group tab, perform the following actions as needed:

For this option	Do this
User Groups	Select the user groups that you want to assign to the task. For a Mixed task, select the approver user groups and reviewer user groups separately.
First vote counts for group	Select this check box if you want the first user in the group who sets the task status to set the status for the whole group. No other members of the group can set or change the task status.
User Group Members	When you assign a task to a user group, all members of the user group are automatically assigned to the task. A list of the users' names with adjacent check box next to each name is created. All the check boxes are automatically selected. To remove a user from the task assignment, clear a user's check box. The membership in the user group is unaffected. If a user is selected two or more times because of membership in one or more user groups, the user is excluded from the user groups and added as a individual user.

For this option

Do this

User Groups

Select the user groups that you want to assign to the task. For a Mixed task, select the approver user groups and reviewer user groups separately.

First vote counts for group

Select this check box if you want the first user in the group who sets the task status to set the status for the whole group. No other members of the group can set or change the task status.

User Group Members

When you assign a task to a user group, all members of the user group are automatically assigned to the task. A list of the users' names with adjacent check box next to each name is created. All the check boxes are automatically selected.

To remove a user from the task assignment, clear a user's check box. The membership in the user group is unaffected.

If a user is selected two or more times because of membership in one or more user groups, the user is excluded from the user groups and added as a individual user.

Note: The Create button is activated only when all the necessary attributes of the task are defined. For example, the name of the task, user or user group(s) , and the task type.

Click Create.