Create Outlook tasks in Worldox

To create a task relating to one or more Worldox-managed documents:

  1. Use the left-side navigation pane, search or other tools to find the worklist you need.

  2. Highlight (select) the file(s) which will be the subject of the Outlook task.

Note:  You can select multiple files. If you select more than one, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.

  1. With file(s) highlighted, select Create from the Task pull-down menu. Or, right click, then select Task > Create from the right-click menus. Either action opens the Task > Create dialog.

  2. Identify the task subject.

In the Task > Create dialog, enter a descriptive name for the task in the Subject field. Or, you can click the down arrow to the right of the field and select a previously-used subject line.

  1. Enter a due date for the task. (optional)

You can defer this step and set the due date later in Outlook; if that is your choice, continue on to Step 6 below. To set the task due date in Worldox:

  1. Check the Due Date checkbox.

  2. Use either of the drop-down fields on that line to select the date. The one on the left lists familiar date choices (e.g., “next week”, “next month”), while the right-side field provides a calendar for choosing the date.

  1. Enter a reminder date/time. (optional)

You can defer this step and set the reminder date later in Outlook; if that is your choice, continue on to Step 7 below. To set the reminder date in Worldox:

  1. Check the Remind Me checkbox.

  2. Use either of the drop-down fields on the Remind Me line to select the date. The one on the left lists familiar date choices (e.g., “next week”, “next month”), while the right-side field provides a calendar for choosing the date.

  3. With date selected on the Remind Me line, three more fields appear there:

  1. Use those fields to select reminder hour, minute and AM/PM respectively.

  1. With all fields in this dialog set to your satisfaction, click OK. That saves the task, and opens a Task window in Outlook, where you can add or change due dates and assign the task to one or more recipients

  2. Complete, assign the task in Outlook.

In that Outlook Task window:

  1. Note that here you have several additional task-related fields, fields which were not available in the Worldox Task > Create dialog.

  2. Add Start and/or Reminder dates if these were left blank in Worldox.

  3. Complete other Task fields as needed.

  4. To assign the task, click Assign Task in the Outlook toolbar. That opens the To: field, for emailing the task to designated recipients.

•       Designate one or more recipients and click Send .

•       After you send the assignment email, you Outlook informs you that the reminder will in fact go to the designated recipient, rather than to you:

•       Click OK to acknowledge the message and send your assignment email.

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