Workflow and Tasks in 25Live

The Different Types of Tasks

There are three types of tasks in 25Live: Assignment Policy, Notification Policy & ToDos.

Assignment Policy

Assignment Policy controls whether an object is assigned to an event or not. It is managed by security group.  Based on the relevant settings, different security groups are assigned to approve location and resource requests from other groups.  Everyone in all the groups that have Approve rights will be issued a task.  The task will always be complete once one person assigns or denies the request.  Tasks are only generated if the person requesting the location/resource has Request permission.  If the person requesting has Assign permission, no task is generated, and the item is immediately assigned to the event.

Notification Policy

Notification Policy solely records approval, but does not affect assignments. It is assigned to individual users by name.  Each specific person named will get a task.  You can specify whether one user can complete the task, or if all named users must complete the task.  Notification tasks are ALWAYS generated when a location/resource is assigned, regardless of who assigns it.  If Jane Registrar is on the notification policy for Best Lecture Room, and Jane Registrar assigns the room to a class, she will still get a notification task, even though she assigned the location to the event herself.

To Dos

To Dos can be used to give reminders to users to perform specific tasks. ToDo tasks are assigned individually as one-offs when they're created.  The user who creates a ToDo cannot change it once it's created - only the assignee can make changes.

Task Use and Behavior

Each kind of task has different results and different options for completing them.

Type of task

Who uses them?

Triggered by

Task due date

Completion actions in task list

Effects

Assignment policy - assignPeople who control assignments for a location or resource.Event is in Tentative or Confirmed state and location or resource is added by user with Request or Request/Unassign privilegesImmediately
  • Assign
  • Deny
Object is assigned to the event.
Assignment policy - unassignPeople who control assignments for a location or resource.Event in Tentative or Confirmed state and a user with Request privileges attempts to unassign a location or resourceImmediately
  • Unassign
  • Deny
Object is unassigned from the event.
Notification policy - AuthorizationPeople who need to rubber-stamp some aspect of an event. Their authorization does not have "teeth" but it is recorded for future reference.

Event is in Tentative or Confirmed state and...

  • location or resource is assigned to the event (not requested)
  • organization, event type, or requirement is attached to the event
Relative to the current time; e.g. "2 days from now"
  • Approve
  • Deny
Approval or denial is noted on the event details in the Tasks view. Denial does not trigger any unassignment or further effect; it is purely informational.
Notification policy - FYIPeople who need to be aware of an assignment on an event but do not need to take action on it.

Event is in Tentative or Confirmed state and...

  • location or resource is assigned to the event (not requested)
  • organization, event type, or requirement is attached to the event
Relative to the current time; e.g. "2 days from now"
  • Acknowledge

Acknowledgement is noted on the event details in the Tasks view. No other effect results.

Note: For all other tasks, once the task is completed by one user, it's marked as complete for all users. However, Acknowledge tasks remain active so that each user can record receipt.

To DoAnyone.Created manually, either free-floating or associated with an eventDefined at creation
  • Complete
  • Ignore
Task shows "complete" or "declined" on the event details in the Tasks view. If not associated with an event, the ToDo only appears in the main Tasks tab.
Cancel RequestPeople who want to cancel their events (note: they cannot be both the event Scheduler and Owner).Request Cancellation action from the event detailsDate of first event occurrence
  • Complete
  • Ignore
Task shows "completed" or "ignored" on the event details in the Tasks view. A completed task changes the event state to Cancelled and releases any assigned locations and/or resources.

Event state (Tentative/Confirmed) is independent of task approval. 

Whether or not a location or resource is assigned or denied does not affect whether an event is Tentative or Confirmed.

As far as 25Live is concerned, there is no difference between the two event states, except whether your security group has permission to edit events in that state. The main difference between Tentative and Confirmed is whatever your business process defines it to be.

Tip: Confirming an Event Doesn't Complete All Event Tasks

If an event's Event State is changed to confirmed, the tasks in that event are not automatically completed (nor are they required to be completed in order to change the Event State).