Thank you to those of you who attended this Webinar.  Below are a few of the questions from the sessions with their corresponding answers.  The full list of questions and answers from the session is attached to this post.  Please feel free to use Ariba Exchange to respond to this post and interact with your peers.  We look forward to speaking with you again in a future session!

 

Question: Is there a way to remove an approval task if the approval is no longer needed?

Answer:   Once in the workspace, required tasks from the template cannot be canceled or removed.  Optional tasks can be canceled.

 

Question: For example, we have a task for security approval.  If it is determined that the security approval is no longer needed, we can withdraw the task but the workspace cannot be published unless the task is approved.

Answer: Correct, assuming this is a required task it will need to be completed.  As administrators we should ideally try to use conditions to only have tasks apply as needed.

 

Question: Would you please show how to create a notification task? is the notification task the same as a to do task?

Answer: Under actions or within a phase select Create > Notification task.  This is not the same as a to do task.  Notification tasks send a single or recurring email based on a fixed date, phase or project date field.  Notification tasks can be used after the workspace is published to remind users to take some actions.  The task can be sent and completed without creating an amendment.

 

Question: For Contract documents, can I assign a pdf file as default instead of the word document?

Answer: You can associate any document, or folder to a task.  If your task may include multiple documents such as a word and pdf version, it is best to associate the folder which will contain the documents.