Shared Worklist
Shared Worklist Purpose
Sharing worklist items means that you allow other users to work on tasks that you own. If any user other than the task owner modifies a task in any way, they use their own credentials and apporval authorities.
You can also setup Reassign Rules to reassign all or some of your tasks for a given period, rather than sharing your worklist. When using reassing rules, it is also possible to delegate approval authority aloing with the tasks.
Shared Worklist Configuration
In order for users to be able to share their worklist notifications, they must have that privilege assigned by belonging to a role that has Shared Worklist enabled. You grant this permission via user role maintenance in the Configuration Manager.
Managing Shared Worklist assignments
Users who are allowed to share their worklist have Shared Worklist access available from the Options menu in the Console Worklist.
Via the menu, the user can specify any number of shared worklist assignments. Each assignment designates a worklist share setup, where the user defines which notifications are shared with whom, and the period in which they are shared.
Notification Types
You must select a notification type to which the Shared Worklist assigment applies. You can also select All to make the assignment effective for all notification types.
- All
- Accounting
- Accounting Rejections
- Approval
- Approval Rejections
- Exceptions
- Invoice Validation
- Manual Match
- Manual Match Rejections
- Match Hold Rejections
- Match Holds
- New Supplier Request
- Other Hold Rejections
- Other Holds
- Payables Interface Validation
- Post Registration
- Pre Registration
- Prepayment Holds
- Prepayments
The same notifications available for reassignment rules are available to the shared worklist.
Create Assignment
To create a shared worklist assignment, login to the Console Worklist, click Options and select Shared Worklist:
- Click New Assignment.
- Select the notification type that you would like to share.
- Select the user to whom you grant shared worklist access to those notifications.
- Specify an optional date interval to determine when the sharing is effective.
- Write a description for this shared worklist setup.
- Click Save.
You can setup any number of rules to share your worklist, and any number can be active.
To delete an assignment, simply select the assignment in the table and click Delete
You can use the table options to filter or export the assignments.
Viewing shared worklist tasks
Once a worklist has been shared with you, you can view the shared tasks in your own console worklist. The column Assigned user shows which user is the actual owner of the task.
You can access and work on any tasks shared with you, but you are using your own credentials and approval authorities.