{"id":199,"date":"2020-02-17T16:40:19","date_gmt":"2020-02-17T15:40:19","guid":{"rendered":"https:\/\/help.metashare.com\/metashare-help-user-manual-how-to-manage-document-tasks\/"},"modified":"2026-05-08T23:12:58","modified_gmt":"2026-05-08T21:12:58","slug":"how-to-manage-document-tasks","status":"publish","type":"page","link":"https:\/\/help.metashare.com\/en\/metashare\/usermanual\/manage-documents\/how-to-manage-document-tasks\/","title":{"rendered":"How to manage document tasks"},"content":{"rendered":"\n<p>If you have any documents in a workspace that require some form of action, a &#8220;Tasks&#8221; icon will be shown in the workspace&#8217;s top bar, with a counter indicating the number of tasks:<br><img loading=\"lazy\" decoding=\"async\" width=\"286\" height=\"83\" class=\"wp-image-8404\" style=\"width: px\" src=\"https:\/\/help.metashare.com\/wp-content\/uploads\/Notification-of-available-document-tasks.jpg\" alt=\"Notification of available document tasks\"><\/p>\n\n\n\n<p>If you click on the&nbsp;Tasks&nbsp;icon, you will come to a page that lists all documents with required actions to perform (the same number of documents as shown in the counter in the Tasks icon):<br><img loading=\"lazy\" decoding=\"async\" width=\"1447\" height=\"450\" class=\"wp-image-8406\" style=\"width: px\" src=\"https:\/\/help.metashare.com\/wp-content\/uploads\/Tasks-on-MetaShares-tasks-page.jpg\" alt=\"Tasks on MetaShare's tasks page\" srcset=\"https:\/\/help.metashare.com\/wp-content\/uploads\/Tasks-on-MetaShares-tasks-page.jpg 1447w, https:\/\/help.metashare.com\/wp-content\/uploads\/Tasks-on-MetaShares-tasks-page-300x93.jpg 300w, https:\/\/help.metashare.com\/wp-content\/uploads\/Tasks-on-MetaShares-tasks-page-1024x318.jpg 1024w, https:\/\/help.metashare.com\/wp-content\/uploads\/Tasks-on-MetaShares-tasks-page-768x239.jpg 768w\" sizes=\"auto, (max-width: 1447px) 100vw, 1447px\" \/><\/p>\n\n\n\n<p>These are the types of tasks that are currently being presented on this page. To the right of each task you can click on corresponding actions:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><a href=\"https:\/\/help.metashare.com\/en\/usermanual\/how-to-submit-a-document-for-approval\/\">Pending approval<\/a>:\n<ul class=\"wp-block-list\">\n<li>Description: Documents that have been submitted for approval.<\/li>\n\n\n\n<li>Shown to: These tasks are only shown to the persons that have been added as approvers for documents.<\/li>\n\n\n\n<li>Available actions:\n<ul class=\"wp-block-list\">\n<li>Approve: when you click on the &#8220;Approve&#8221; button, a pop-up window&nbsp;will be shown, where you can add a version comment and then click on the \u201cPublish\u201d button:<br><img loading=\"lazy\" decoding=\"async\" width=\"288\" height=\"225\" class=\"wp-image-8260\" style=\"width: px\" src=\"https:\/\/help.metashare.com\/wp-content\/uploads\/Publishing-comments.jpg\" alt=\"Publishing comments\"><\/li>\n\n\n\n<li>Reject: when you click on the &#8220;Reject&#8221; button, a pop-up window&nbsp;will be shown, where you can add a rejection message and then click on the \u201cReject\u201d button:<br><img loading=\"lazy\" decoding=\"async\" width=\"285\" height=\"229\" class=\"wp-image-8270\" style=\"width: px\" src=\"https:\/\/help.metashare.com\/wp-content\/uploads\/Rejection-comments.jpg\" alt=\"Rejection comments\"><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/help.metashare.com\/en\/usermanual\/receive-an-alert-when-a-documents-due-date-has-occurred\/\">Passed due date<\/a>:\n<ul class=\"wp-block-list\">\n<li>Description: When a document\u2019s due date has occurred or passed you get a task.<\/li>\n\n\n\n<li>Shown to: Depending on how MetaShare has been configured to manage due-dates, these tasks are either only shown to the person(s) that are information owners (see <a href=\"https:\/\/help.metashare.com\/en\/metashare\/adminmanual\/tasks\/how-to-specify-which-due-dates-should-be-monitored\/\">How to specify which \u201cdue dates\u201d should be monitored \u2013 MetaShare Help<\/a>) or they will be shown to all members of the workspace (users that have contributive rights on the documents).<\/li>\n\n\n\n<li>Available actions:\n<ul class=\"wp-block-list\">\n<li>Edit properties: when you click on the &#8220;Properties&#8221; button you will get to the document&#8217;s property form, where you can complete the task by either removing or changing the document\u2019s due date to a future date.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Checked out to me:\n<ul class=\"wp-block-list\">\n<li>Description: Documents that have been checked out to you.<\/li>\n\n\n\n<li>Shown to: These task are only shown to the persons that have checked out documents (their checked out documents).<\/li>\n\n\n\n<li>Available action:\n<ul class=\"wp-block-list\">\n<li>Check In: when you click on the &#8220;Check In&#8221; button the document will automatically be checked in, without any extra steps. <\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Missing properties:\n<ul class=\"wp-block-list\">\n<li>Description: Documents that&nbsp;lack mandatory\/required metadata or documents&nbsp;that are of the standard &#8220;Document&#8221; content type (they don&#8217;t have the content type that&#8217;s defined in the workspace&#8217;s workspace configuration).<\/li>\n\n\n\n<li>Shown to: These task are only shown to the workspace&#8217;s members\/contributors.<\/li>\n\n\n\n<li>Available action:\n<ul class=\"wp-block-list\">\n<li>Edit properties: when you click on the &#8220;Properties&#8221; button you will get to the document&#8217;s property form, where you will be able to fill in the missing properties, where the metadata fields with a red star indicate that they are mandatory:<br><img loading=\"lazy\" decoding=\"async\" width=\"452\" height=\"498\" class=\"wp-image-12272\" style=\"width: 500px\" src=\"https:\/\/help.metashare.com\/wp-content\/uploads\/how-to-manage-document-tasks.png\" alt=\"\" srcset=\"https:\/\/help.metashare.com\/wp-content\/uploads\/how-to-manage-document-tasks.png 452w, https:\/\/help.metashare.com\/wp-content\/uploads\/how-to-manage-document-tasks-272x300.png 272w\" sizes=\"auto, (max-width: 452px) 100vw, 452px\" \/><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p>To get out of the &#8220;Tasks&#8221; page, you can either click on the workspace&#8217;s name, in the workspace&#8217;s top-bar or you can manage all your tasks (you will then automatically be redirected to the workspace&#8217;s ordinary document view).<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Note<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>If a workspace has more than 5 000 documents:\n<ul class=\"wp-block-list\">\n<li>The tasks of type &#8220;Missing properties&#8221; cannot be shown (we hope that we will be able to solve this issue within soon).<\/li>\n\n\n\n<li>To be able to show tasks of type &#8220;Passed due date&#8221;, &#8220;Checked out to me&#8221; and &#8220;Pending approval&#8221;, then you need to <a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-index-columns-in-workspaces-with-more-than-5-000-documents\/\">index these columns<\/a>:\n<ul class=\"wp-block-list\">\n<li>The &#8220;Checked Out To&#8221; column (for the &#8220;Checked out to me&#8221; tasks)<\/li>\n\n\n\n<li>The <a href=\"https:\/\/help.metashare.com\/en\/adminmanual\/how-to-specify-which-due-dates-should-be-monitored\/\">reviewal date column<\/a> (if any of the workspace&#8217;s date columns are being monitored for &#8220;passed due date&#8221;)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>For more information about the controls on the form, read this page:&nbsp;<a rel=\" noopener\" href=\"https:\/\/help.metashare.com\/en\/adminmanual\/metashares-supported-site-columns\">MetaShare&#8217;s supported site columns.<\/a><\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>MetaShare user guide: how to manage document tasks. Step-by-step instructions for working with documents and workspaces in MetaShare.<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":10670,"menu_order":11,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":{"0":"post-199","1":"page","2":"type-page","3":"status-publish","5":"no-featured-image-padding"},"_links":{"self":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/199","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/comments?post=199"}],"version-history":[{"count":19,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/199\/revisions"}],"predecessor-version":[{"id":12454,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/199\/revisions\/12454"}],"up":[{"embeddable":true,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/10670"}],"wp:attachment":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/media?parent=199"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}