Who this is for. AP Helpdesk Analysts. See the Roles and Access.
Three controls decide who owns a task, how urgent it is, and when it is finished. Assignee and Priority sit in the task detail pane header, and Mark task done sits at the far right of the same row.
Assignment does more than record a name. It gates what you can do: the draft reply is read-only until the task is assigned to you, whatever your role, so claiming a task is usually the first step in working it.
Assignee
Selecting the Assignee control opens a picker. On a task assigned to somebody else it is headed by Assign to me; that entry is not shown on a task already assigned to you, where it would do nothing. Below it, an Unassigned entry appears only when the task already has an assignee, followed by a Search users... field and a scrollable list of names and email addresses. The resting list omits you and the current assignee; typing a search brings them back.
Figure 1. The Assignee picker, opened from the Assignee control in the task detail pane header.
The list holds the tenant’s users who carry one of the AP task-assignee roles, among them Super Admin, APHD Manager, APHD Specialist and APHD Analyst, rather than every user in the tenant. Someone can hold more than one role, so an account you think of as an AR analyst can still appear. The list is ordered alphabetically by first name, and is not restricted to your own email domain.
Who you can assign to also depends on your own role: a Super Admin or a manager sees the full role-scoped list, while an APHD Analyst or Specialist sees only themselves. Their picker offers just Assign to me and Unassigned.
The draft reply can only be worked on a task assigned to you. See Review and Send the Draft Reply.
Priority
The Priority control opens a three-item list, each with a colored dot: High, Medium, and Low.
Figure 2. The Priority list, opened from the Priority control in the task detail pane header.
The task activity timeline records agent-created tasks as starting at status New and priority Medium.
Mark task done
Mark task done appears at the top right of the detail pane. It is shown only on a task assigned to you, and it stays unavailable while any action item on the task is still outstanding.
Table 1. What makes Mark task done available
Task state |
Mark task done |
|---|---|
Draft awaiting review |
Shown, unavailable |
Reply sent with Approve & Send |
Available |
Draft discarded with Confirm Discard |
Available |
Task assigned to somebody else |
Not shown |
The button becomes available once every action item on the task is resolved: the draft sent, discarded or forwarded, gap questions answered or skipped, and any approve or acknowledge item decided. On a task whose only action item is the draft, sending or discarding it is enough, and the tooltip on the dimmed button lists what is still outstanding. The user’s role does not enter into it. A Super Admin sees the button dimmed on their own task while its draft is outstanding, and does not see it at all on another user’s task.
Approve & Send does not complete the task. Sending the reply only makes Mark task done available; the task is completed when you select it.
Completing a task moves the counters
Selecting Mark task done completes the task at once, with no confirmation step, and the Home counters move with it: Open falls by one, Resolved Today rises by one, and where the task was At-Risk or Overdue that counter falls by one too.
The assignee list is wider than your AP Helpdesk team. It includes anyone holding one of the AP task-assignee roles, which can include accounts on other domains in your organization, and accounts you would not think of as AP staff. Whoever you assign can work the draft and send it to the vendor, and that draft can carry invoice, payment and bank detail. Read the name before you pick it.
Related information
For the draft the assignee works, see Review and Send the Draft Reply.
For the record of assignment changes, see Task Side Panels.