Creating a task template

Task templates can be created while creating a new task or editing an existing task. Task templates can also be created independently of the task creation or editing. Task templates are defined and saved at the customer level, group level, or project level and must be uniquely named.
Requirements: You must have a project role that includes the Task Administrator user right.

Creating a task template for a task

1. Select Task Template > Create Task Template.
2. Type a name for the task template.

3. Perform the following actions as needed:

   For this option	Do this
   Days to Due Date	Define how many days before the due date, the 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 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 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 owner of the task. This property can be used for efficient task management, such as searching and filtering.

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

   For this option	Do this
   Filter	(Optional) If a user to be assigned to the task has a User Category assigned, the Filter list appears. Select a User Category from the list to filter the users in the Users area.
   TaskChecklist	(Optional) If the Task Checklist is added to the customer, available Task Checklists appear in the Task Checklist menu. Select a Task Checklist that you want to apply to the task.
   Users	Select the users that you want to assign to the task. Select the approver users, reviewer users, and color approver users separately.
   Sequence	(Optional) Add a sequence number for each user to control the task notification order. If the sequence numbers are assigned, the users with the lowest sequence number receive the task notification at first. Other users with higher sequence numbers will not receive the task notification until the users with lower sequence numbers approve the task.
   Days to Due Date	(Optional) If you set the Sequence number, you can set a specific due date for the user.

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

   For this option	Do this
   Filter	(Optional) If a user group to be assigned to the task has a User Category assigned, the Filter list appears. Select a User Category from the list to filter the user groups in the User Groups area.
   TaskChecklist	(Optional) If the Task Checklist is added to the customer, available Task Checklists appear in the Task Checklist menu. Select a Task Checklist that you want to apply to the task.
   User Groups	Select the user groups that you want to assign to the task. Select the approver user groups, reviewer user groups, and color approver user groups separately.
   Sequence	(Optional) Add a sequence number for each user group to control the task notification order. If the sequence numbers are assigned, the user groups with the lowest sequence number receive the task notification at first. Other user groups with higher sequence numbers will not receive the task notification until the users with lower sequence numbers approve the task.
   Days to Due Date	(Optional) If you set the Sequence number, you can set a specific due date for the user group.
   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 and user or user group(s).

6. (Optional) If the Content Check is enabled for the customer, the Auto Content Check tab is available. On the Content Check tab, select the content check annotation type that you want to automatically generate. The inspection takes place when the task is created, and annotations, if any, are automatically created.
   

   1. If you want to generate barcode annotations, select the Barcode check box. In the DPI box, type the DPI value to use for the inspection.

   2. If you want to generate braille annotations, select the Braille check box. In the DPI box, type the DPI value to use for the inspection. In the Language list, select the braille language.

   3. If you want to generate spell check annotations, select the Spell Check check box. In the Dictionary list, select the dictionary language.

   4. If you want to generate text compare annotations, select the Text Compare check box. In the Reference File list, select a reference task element that you specified under the Elements tab.
      

7. Click Create.
   Important: You can also create a task template from an existing task. When you edit an existing task, In the Edit Task dialog box, click the Save as Template button. A task template with the current task name is saved under Project/Task Template folder for future use.

Creating a task template for action task

1. Select Task Template > Create Action Task Template.
2. Type a name for the task template.

3. Perform the following actions as needed:

   For this option	Do this
   Days to Due Date	Define how many days before the due date, the 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 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	In the Owner list, select the owner of the task. This property can be used for efficient task management, such as searching and filtering.

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

   For this option	Do this
   Filter	(Optional) If a user to be assigned to the task has a User Category assigned, the Filter list appears. Select a User Category from the list to filter the users in the Users area.
   TaskChecklist	(Optional) If the Task Checklist is added to the customer, available Task Checklists appear in the Task Checklist menu. Select a Task Checklist that you want to apply to the task.
   Users	Select the users that you want to assign to the task. Select the approver users, reviewer users, and color approver users separately.

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

   For this option	Do this
   Filter	(Optional) If a user group to be assigned to the task has a User Category assigned, the Filter list appears. Select a User Category from the list to filter the user groups in the User Groups area.
   TaskChecklist	(Optional) If the Task Checklist is added to the customer, available Task Checklists appear in the Task Checklist menu. Select a Task Checklist that you want to apply to the task.
   User Groups	Select the user groups that you want to assign to the task. Select the approver user groups, reviewer user groups, and color approver 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 and user or user group(s).

6. Click Create.
   Important: You can also create a task template from an existing task. When you edit an existing task, In the Edit Task dialog box, click the Save as Template button. A task template with the current task name is saved under Project/Task Template folder for future use.