How to assign a task

Assign a task from the right-hand column:

Go to the heading level of the section you want to assign, then click on the block to display the toolbar.

1. In the right-hand column, click on the  icon.
2. In the first field, select the type of task you’re creating:

• • • Contribution: if it involves creating new content or making changes to the existing content assigned.
    • Approval: if it involves approving the content sent. The approver can also make changes to the assigned content.

1. In the ‘For’ field, begin typing the name or email address of the person to whom you’re assigning the task:

• • If this person has an account in XaitProposal, their name will come up.
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  • If no name comes up, enter their email address, then fill in the ‘Name’, ‘Username’ and ‘Language’ fields to create a ‘contributor’ account for them.

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2. In the ‘End date’ field, select the date you want the task to be completed.
3. In the ‘Message’ field, enter your message to the contributor.
4. Click on ‘Send’.

The person designated as contributor or approver now has access to your document/master.

An email is sent to the contributor or approver with a link to the section of the document/master that is assigned to them. A notification will also appear on their XaitProposal home page.

As a contributor or validator, you will receive a notification when designated, and a second notification 15 working days before the deadline.

NB:

• The assigned heading level includes all subheadings. So, if you assign a task from a chapter heading, all the subchapters, topics and paragraphs under it will also be available to the contributor, who will be able to modify them all.

As long as the task is ‘pending’, its content can only be modified by the person to whom it is assigned. If you wish to modify the content of a task in progress, you will need to ‘stop’ (suspend) the assignment while you make your changes. The contributor will receive an email notification when their task is suspended, and another email once the task has been reactivated

Assign a task directly in the word processor:

1. In the central part of your screen, open the block concerned by the task you wish to assign.
2. In the toolbar of the text block, click on the icon
3. In the first field, select the type of task to be created:

• • Contribution: if it involves creating new content or making changes to the existing content assigned
  • Approval: if it involves approving the content sent. The approver can also make changes to the assigned content.

4. In the For field, begin typing the name or the email of the person to whom you want to assign the task:

• If this person has an account in XaitProposal, their name will come up.
• If no name comes up, enter their email address, then fill in the 'Name', 'Username' and 'Language' fields to create a 'contributor' account for them.

5. In the 'Due date' field, select the desired end date for processing the task.

6. In the field 'Consignment', enter your message to the contributor.

7. Click on 'Send'.

The person designated as contributor or validator now has access to your document/master.

An email is sent to the contributor or validator with a link to the part of the document/master assigned to him. A notification will also appear on their XaitProposal homepage.

NB: 

• The assigned heading level includes all associated subheadings. So, if you assign a task from a chapter heading, all the subchapters, topics and paragraphs under it will also be available to the contributor, who will be able to modify them.
• As long as the task is ‘pending’, its content can only be modified by the person to whom it is assigned. If you wish to modify the content of a task in progress, you will need to ‘stop’ (suspend) the assignment while you make your changes. The contributor will receive an email notification when their task is suspended, and another email once the task has been reactivated.