4.2 Sending Tasks

A task is an item to be completed by a specified date and time that displays on the Calendar. When you assign a task to a user, the user can accept or decline the task, but until it is declined or completed, the task appears on the user's Tasks List and on the user's Calendar each day.

After it is accepted, a task appears on the Calendar on its start date. When the due date is past, the task displays in red on the Calendar. When you mark a task Completed, it no longer carries over to the next day on your Calendar.

After you finish a task, you can mark it Completed. As the originator of an assigned task, you can have GroupWise send you notification when the task is marked Completed. (You must have Notify running to receive notification). A Completed status, including the date and time the task was marked Completed, is placed in the Properties window.

HINT:You can also create a checklist that is not associated with your Calendar. In this type of checklist, any item type (mail, appointment, task, reminder note, phone message) can be used. For information, see Section 3.5.5, Creating a Checklist.

This section contains the following topics:

4.2.1 Assigning a Task to Other Users

  1. Click New > Task.

    Task view

  2. In the To field, type a username, then press Enter. Repeat for additional users. If necessary, type usernames in the CC and BC fields.

    or

    To select usernames from a list, click Address, double-click each user, then click OK.

  3. Select the date you want the task to begin and the date you want the task to be completed. You can select the same date in both fields.

  4. Type the subject.

  5. (Optional) Type a priority for the task.

    The task priority can consist of a character followed by a number. The following are acceptable formats: A1, C2, B, 3, and so forth.

  6. Type a description of the task.

    You can specify many options, such as making this task a high priority, requesting a reply from recipients, and more, by clicking the Send Options tab.

  7. Click Send on the toolbar.

4.2.2 Assigning a Task to Yourself

  1. Click New > Posted Task.

  2. Select the date you want the task to begin and the date you want the task to be completed. You can select the same date in both boxes.

  3. Type a subject.

  4. (Optional) Type a priority for the task.

    The task priority can consist of a character followed by a number. The following are acceptable formats: A1, C1, B, 3, and so forth.

  5. Type a message.

  6. Click Post on the toolbar.

Posted tasks are placed in your Calendar. They are not placed in your Mailbox, or in any other user's Mailbox.

HINT:You can also create a checklist that is not associated with your Calendar. In this type of checklist, any item type (mail, appointment, task, reminder note, phone message) can be used. For information, see Section 3.5.5, Creating a Checklist.

4.2.3 Marking Tasks Completed

When you finish a task, you can mark it Completed. Tasks you mark Completed are not carried over to the next day on your Calendar. Completed tasks are distinguished by a check mark in your Calendar. Overdue tasks display in red.

If you mark a task Completed, then realize you left some part of it incomplete, you can unmark it. Unmarked tasks display on the current day in your Calendar.

When you mark a task Completed, GroupWise sends notification to the originator of the task if he or she selected return notification in Send Options. A Completed status, including the date and time the task was marked Completed, is placed in the originator's Properties window.

Marking a Task Completed

  1. Click the Calendar tab on the Nav Bar.

  2. Select the check box next to the task.

    To unmark a task that has been marked Completed, deselect the marked check box next to the task.