---
title: "5. Solicitation Tasks & Alerts"
slug: "5-solicitation-tasks-and-alerts"
updated: 2024-01-30T20:15:41Z
published: 2024-01-30T20:15:41Z
canonical: "wiki.cobblestonesoftware.com/5-solicitation-tasks-and-alerts"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 5. Solicitation Tasks & Alerts

### **Solicitation Tasks and Workflows**

**Solicitations: Accessing the Tasks and Workflows Section** 1. To access the **Tasks and Workflows** section of a solicitation record, click **Tasks & E-mails** on the side menu of the **Solicitation Details** screen.

![Graphical User Interface, text, Side menu, Tasks & Emails](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666298368479.png)

2. A the same section by scrolling down the **Solicitation Details** screen to the **Tasks and Workflows** section of the page. Both methods go to the same area.

![Graphical User Interface, text, Tasks and Workflows table, Add Task](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666298577845.png)

**Adding a Task** 1. To add a new task/alert, click **Add Task** in the **Tasks and Workflows** section to open the **Add Task** screen.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5.-solicitation-tasks-amp-alerts-image-tuedta2v.png)

a. All fields on the **Add Task** screen are user-definable by authorized users. To modify the fields, navigate to **Manage/Setup** > **Manage Fields** > **Field Manager**.

b. Required fields can be added/removed through the **Field Manager** as well.

c. Be sure to enter all information into the required fields (marked by a red asterisk). d. The **Employee** drop-down menu is important (also required) because this is who receives the alerts for the task being created. e. The **Task End-Date** is important because this is when the task is due to be completed by and is an alert date as well. f. To notify the employee to the upcoming end-date, enter the number of days (before the end-date) in the **Notify Days** field. The number of Notify Days entered triggers an alert that number of days before the **Task End Date**. g. The grayed-out boxes at the bottom of the **Add Task** screen are Read-Only fields that are populated automatically after clicking **Save**. h. Once all necessary/required information is entered, click **Save & Continue** at the bottom of the screen to add the task/alert.

2. Once the new task is saved, the system displays the new **task’s details** screen.

![Graphical User interface, text, Side menu , Page Actions - Complete/Approve Task or Reject Task](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666298842221.png)

![Graphical User Interface, text, Task & Event Details: E-Sourcing Task Record - Task End Date and Notify Days](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666298976800.png)

**Managing & Editing Tasks** 1. To manage and edit a task’s details, click **View** for the line item to view on the **Solicitation Details** screen.

![Graphical User Interface, text, Tasks and Workflows Sub-table, View option for already created task](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666299665903.png)

2. The **Task & Event Details** screen displays. From this screen, edit the task by clicking the **pencil icon** (![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5.-solicitation-tasks-amp-alerts-image-4so3y7jg.png)) for the corresponding line item. Edit a Field Group’s fields simultaneously by clicking the **pencil icon** next to the Field Group name.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5.-solicitation-tasks-amp-alerts-image-i1xh83qz.png)

1. The **Edit Field** screen displays. 2. Click **Save Changes** to save the changes made. 3. Click the **X** in the upper right corner of the window to cancel the changes and go back to the **Task Details** screen.

**Assign additional employees to receive alerts for the task**

1. To assign additional employees to receive alerts for this task, click **Assign Employees/Departments** and make sure they receive emails in the **Details** section.

![Graphical User Interface, text, Side Menus - Assign Resources , Assign Employees or Assign Departments](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666299851728.png)

2. Select/highlight the employee’s name in the **Available Employees** box and click the **Blue Arrow** to add the employee’s name to the **Assigned Employees** box.

3. To un-assign an employee from receiving alerts about this task, highlight the employee’s name in the **Assigned Employees** box and click the **Red Arrow** to remove the name.

![Graphical user interface Description automatically generated with low confidence](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5.-solicitation-tasks-amp-alerts-image-m350xo46.png)

4. Click **Return to Task Details** on the side menu when finished assigning/un-assigning additional employees.

**Delete the task**

1. To delete the task, click **Delete** on the side menu of the **Task Details** screen. 2. Confirm the deletion by clicking **Yes, delete it**. 3. Cancel the deletion by clicking **No, Cancel the delete**.

![Graphical User Interface, text, Side menu - Delete Record ](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666299970648.png)

**Add an additional task for the same solicitation record**

**1**. To add another task, click **Add New Task** on the side menu of the **Task Details** screen. **2**. This opens the **Add New Task** screen.

![Graphical User interface, text, Tasks and Workflows sub-table - Add Task](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666300057218.png)

**Mark the Task as** **being Completed or Rejected**

**1**. To mark a Task as **Complete**, click **Complete** on the side menu of the **Task Details** screen **2**. To mark a Task as **Rejected**, click **Reject** on the side menu of the **Task Details** screen.

![Graphical User Interface, text, Side Menu, Complete/Approve Task or Reject Task](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666300125072.png)

**Set the ta****sk to repeat/recur**

To set the task to repeat/recur, enter the repeat criteria into the appropriate boxes and click **Add**.

![Graphical user interface, text Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5.-solicitation-tasks-amp-alerts-image-ni60fvjv.png)

**Return to the Solicitation Details screen**

Click **Return to Sourcing Details screen** on the side menu of the **Task Details** screen.

![Graphical User interface, text, Side Menu, Return to Sourcing Details](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1666300163662.png)