Handing Over, Taking Over and Tasks to Pull

A task does not have to stay with the person TAS assigned it to. You can hand over a task to another user, take over a task yourself, or take a task to pull that is waiting for anyone from a specified group of people. This article describes all three situations and who can use them.

Who can hand over and take over tasks

The same people can hand over a task and take it over:

  • the task supervisor defined by the template,
  • the case owner, if the task has no supervisor,
  • the manager of the supervisor, the manager of the case owner and the manager of the current solver,
  • users with the HR role of the process,
  • the global supervisor and the inspector.

You can hand over and take over only tasks in an active case. The solver cannot hand over the task themselves unless they are also, for example, the case owner.

Who you can hand over a task to depends on your rights:

Who hands overWho they can hand over the task to
Regular user with the right to hand overOnly a user who is one of the possible solvers of the task according to the template.
Administrator, global supervisor, user with the HR role of the processAnyone.

If you select a user who is not one of the possible solvers, the handover fails:

Handing over a task

You can hand over a task from the task form using More › Hand over, from the task list using the Hand over action in the row menu, or with the Hand over button in the task preview.

FieldPurpose
Hand over to userThe user who will solve the task. Start typing the name and select the user from the list. This field is required.
Hand overHands over the task.
CloseCloses the window without handing over the task.

How to hand over a task

  1. Open the task and click More › Hand over.
  2. In the Hand over to user field, select a colleague.
  3. Click Hand over.
  4. If the form has unsaved changes, TAS asks Save changes?. Confirm saves the changes and then hands over the task; No hands over the task without saving the changes.
  5. The message Task was handed over to user: followed by the name confirms the handover. TAS returns you to the task list.

What happens after the handover

  • The task disappears from your Mine list and appears in the new solver's Mine list.
  • The new solver gets access to the case, even if they did not have it before.
  • The filled-in values remain in the form. The new solver continues where you left off.
  • The handover is recorded in the case history.

The image shows the handed-over task Create new PO (1) in Tomáš Kraus's list. Klára Benešová remains the case owner.

Taking over a task

By taking over a task, you reassign a task that someone else is solving to yourself. This is useful when the solver is absent and the task cannot wait. The same people who can hand over a task can take it over (see above).

How to take over a task

  1. In the task list, open the All tab and find the task. The solver is shown in the Solver column.
  2. Open the row menu and select Take over. The same action is also available in the task preview and in the task form under More.
  3. Confirm the prompt.
  1. After the message Task was taken over., the task opens immediately and you can solve it.

If the Take over or Hand over item in the row menu is greyed out, you do not have these rights for the task.

Tasks to pull

Some tasks are not assigned by the template to one person but to a group of people, for example an entire role or department. Such a task is to pull: everyone in the group sees it on the To pull tab (and on Mine + To pull with the To pull label), and it is solved by whoever takes it first.

How to take a task to pull

  1. Open the To pull tab.
  2. In the task row, select Take over from the menu, or double-click the row.
  3. In the Take over task window, choose:
ButtonWhat it does
ConfirmAssigns the task to you and opens it for solving. The task disappears for the others in the group.
Open onlyOpens the task for viewing only; the task remains to pull. In the opened task, you can take it with the Take over button in the header.
NoCloses the window and does nothing.

A task to pull is displayed as read-only in the preview and in the form until you take it.

Link from an e-mail
When you open a link to a task to pull, for example from an e-mail, TAS immediately offers to take it. If someone else has taken the task in the meantime, the message The task has already been pulled by someone else. is displayed. If you have already taken it yourself, you will see The task has already been pulled.

The To pull tab has the same columns and controls as the Mine tab.

Related: Task List, Solving a Task, Substitution and Vacation.

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