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Administering Processes and Tasks

Overview

Tasks and processes help teams collaborate to complete business processes such as fiscal period close or quarterly budget review. A process in Adaptive Planning is an ordered task list, designed by a process owner, to navigate assignees to their work. Each standard task in the list contains a description of the work to be completed, a link to what should be worked on, a target date for completion of the work, and any notes assign­ees add to the task as work progresses.

Process owners monitor, manage and create processes in the Project Overview screen. This screen shows the number of days remaining to complete the process and the status of every task in it.  Users assigned to a process can review and update the task they need to complete. 

To view processes and tasks: 

  1. Navigate to: Processes > Overview.
  2. Choose the process you want to view from the Process menu. A task summary for the process appears. This summary shows the overall process schedule, process status, and a list of tasks included in the process. 
  3. Alternatively, you use the Assigned to menu to view processes and tasks for a specific user. 
  4. To view task details (including Notes and Attachments) select the task and click More.
  5. To print the process, click the Process Actions button  and select Print Process.

Create a New Process

To create a new process:

  1. Navigate to: Processes > Overview.
  2. Click the + Process Actions button to the right of the Process menu and select Create Process.
  3. Fill in the following fields:
  • Name: Give the process a name that will be meaningful across your team.
  • Description: Give a brief description of the process.
  • Target date: What is the focal date of the process? This might be the date the process must be complete or a crucial date for the process (such as your fiscal period close date).
  • Add tasks from existing process: Optionally, add all the tasks from a process you've already created. You have the option to automatically update due dates to fit the new target date. If there are workflow tasks, you also have the option to reset the version on those tasks.
  • Auto-send task notifications: Send task notifications automatically to assignees as tasks are created or modified. This is disabled by default for newly created processes

4. Click Save.

Once a process is created, create tasks for it. Only users with Manage Tasks permission can create a new task.

Create a New Task

To create a new task:

  1. Navigate to: Processes > Overview.
  2. Select a Process. The new task you create will be included in this process.  
  3. Click Create Task (on the left).
  4. Fill in each of the fields:
  • Name: Give the task a name that will be meaningful across your team.
  • Description: Give a description of the task that helps the assignee complete it.
  • Task type: Choose between:

Standard task: Standard tasks are associated with Content, described below. These tasks have a one-to-one relationship with an assignee. This type of task must be assigned to a specific user.

Level workflow task: A task that refers to a version and a level, that cannot be assigned to a specific user, and that can only be seen by owners of the speci­fied level who also have access to the specified version.

Sheet workflow task: A task that refers to a version and a sheet, that cannot be assigned to a specific user, and that can only be seen by users with access to that version and sheet.

  • Content: Select the type of content associated with a Standard Task.

None: No content type is selected. This content type is useful for indicating tasks that need to be done in systems or tools outside of the Adaptive Planning.

Sheet: Allows selecting a sheet and version for the task at the bottom of the dialog.

Report: Allows selecting a shared report and version for the task at the bottom of the dialog.

Assumption Sheet: Allows selecting an assumption sheet for the task at the bottom of the dialog.

Workflow: Allows selecting a version for the task at the bottom of the dialog.

Discovery Dashboard: (Discovery license holders only) Allows selecting a Discovery Dashboard at the bottom of the dialog.

  • Status: Either complete or incomplete. For level workflow tasks, the workflow sta­tus (Approved, Approved & Locked, Rejected, In Progress, or Submitted) appears instead of the task avatar.

  • Assigned to: (Standard tasks only) Choose a task owner responsible for seeing that the task is completed. You can search for a name or email address with the search bar.

  • Due date or days from process target: Choose either to specify an exact date or to have the system count from the target date for the process to which the task is assigned. Use negative numbers for days before target date or positive numbers for days after the target date.

    Due dates and target dates are both time-zone aware, so users see them accord­ing to their local time. For example, if a user in the Pacific time zone creates a task to be due at 1:00pm on a particular day, a colleague in the Eastern time zone sees it as due at 4:00pm on that day.

5. Click Save.

To save time, you can clone an existing task (instead of creating a new one from scratch) and make changes as desired. Select a task and click Clone.

Notify Task Owners

Once you finish creating a process and adding tasks, notify task owners so they can track their progress.

  1. Navigate to: Processes > Overview.
  2. Select a Process.
  3. Click the + Process Actions button and select Send Notification Email.
  4. Enter a message. 
  5. Select the recipients.
  6. Click Send.

Recipients receive an email with your message and a link to open the first task in the process. 

Edit or Delete a Process

To edit a process:

  1. Navigate to: Processes > Overview.
  2. Select the Process you want to edit.
  3. Click the + Process Actions button and select Manage Process.
  4. From the Manage Process dialog, you can:
    • Make changes to any of the fields.
    • Add new tasks
    • Delete the process (and all associated tasks). 
  5. Click Save.
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