Finalising tasks

TIP: Lead assignees can also finalise tasks. For more information, read Working as a Lead Assignee.

As a manager, you can finalise a task when you are satisfied that assignees have completed their work. Finalising a task marks it as Complete and updates and unlocks all task items in Item Authoring.

This article explains how to finalise a task, including how to mark a task as incomplete after it has been closed.

1. Find the task

NOTE: If you have both Manager and Assignee permissions, select All Tasks on the Own Tasks / All Tasks toggle to see the tasks you are managing.

Go to the Tasks section of Surpass and select the task you want to edit on the Tasks list.

TIP: To find a specific task, you can search, order, and filter the Tasks list. For more information, read ‘Finding tasks’ in About the Tasks screen.

2. Check the progress of the task

Before finalising the selected task, you can check its progress in the task details panel.

The task details panel has doughnut charts to show relevant information to the user, which may change dependent on their permissions within the task.

Authoring (Edit Existing Items)

NOTE: In Authoring (Create New Items) tasks, an item set and its items count as 1 item within an assignee's quota, but are counted cumulatively in the doughnut chart's totals, which may therefore result in it appearing as though quotas have been exceeded.

In Authoring Tasks, all users see the items they have submitted so far, and how many days are remaining before the deadline.

Authoring (Create New Items)

Lead Assignees see the progress of the Total Items submitted across all assignees so far in the task, their own progress and how many days are remaining before the deadline.

Assignees see the progress of their own items submitted, and how many days are remaining before the deadline.

Review Tasks (Individual and Shared)

IMPORTANT: For the Items Reviewed by Assignees doughnut, items are considered reviewed when 50% of assignees have submitted their review. This is different for the Items reviewed by Lead Assignees doughnut, where any lead assignee submitting an item will mean it is considered reviewed.

In Review Tasks, Lead assignees will see how many items have been reviewed by lead assignees, how many items have been reviewed by assignees and how many days are remaining before the deadline.

Assignees will see how many items they have reviewed and how many days are remaining before the deadline.

Standard Setting

In Standard Setting Tasks all users will see the items in the task and how many days are remaining before the deadline.

General

As there is only one user assigned to a general task, the doughnut charts show how many days are remaining before the deadline.

3. Finalise the task

Select Finalise Task to close the task.

Finalising review tasks

Marking the task as incomplete

You might want to mark a task as incomplete if it was incorrectly finalised or needs to be worked on again.

Find and select your completed task. Select Mark as incomplete to mark the task as incomplete. This lets assignees to continue working on the task if the end date has not yet passed.

NOTE: Finalised tasks can be hidden from the Tasks list using the Show Completed option in the Filter menu.

TIP: If you need to re-open an expired task, you can extend its end date by selecting Edit Task . For more information, read Editing tasks.