In this article, learn how to respond to an assignment created with the Qorus Document Builder Add-in.
We'll be covering and explaining:
- Collaborate Notification Emails
- Access the document that contains the assignment(s)
- Access your 'To Do' list of assignment(s)
- Action an assignment
1. COLLABORATE NOTIFICATION EMAILS
After someone assigns one or more parts of a document to you to work on, you'll receive an email notification.
If the person creating the assignment chose to have recipient(s) notified immediately, then you'll receive an email a bit like the one below, and you'll notice the word 'urgent' in the subject line.
If the person creating the assignment has not chosen the 'notify immediately' option, then you'll learn about the new assignment in the 'Qorus Collaborate daily update' email. This daily update lists all the assignments, across all documents, that have been assigned to you, that you have assigned to colleagues, and that have had updates within the last 24 hours.
2. ACCESS THE DOCUMENT THAT CONTAINS THE ASSIGNMENT(S)
To get started, click on the document name ('Acme Proposal.docx' in the example email above). This will launch a new browser window, and you'll be prompted to open the file as per the screenshot below:
3. ACCESS YOUR TO DO LIST OF ASSIGNMENT(S)
Next, in Word, launch the Qorus Document Builder Add-in, and go over to the 'Collaborate' tab, and then click on 'To Do' at the bottom.
If you don't have the Qorus Document Builder Add-in yet, please click here for information on what's required and where to get it.
This will have the effect of collapsing the top part of the screen, and revealing a list of assignments that have been assigned to you. In the example below, there's only one assignment, but if there were 10, we'd see them all here.
To view more information about the assignment, simply click on the assignment name. This will also jump you to the right place in the document, where your assignment is found.
4. ACTION AN ASSIGNMENT
There are a few different ways in which you can action an assignment.
- Mark an assignment as 'Done' (1)
- View comments, and/or leave a comment (2)
- Reject the assignment (3)
(1) Marking an assignment as 'Done'
The most obvious one of course, is to complete the assignment (by typing within the assignment container, or content control within the document), and then marking it as 'Done'.
(2) View comments, and/or leave a comment
You might also want to look at any comments that might have been left for you by the person who created the assignment. Clicking on the comments button (indicated by the (2) icon), will bring up the following window:
Simply click and type within the text box to leave a comment, and then click 'Save', as per the above screenshot.
(3) Reject the assignment
Then, if the wrong part of the document has been assigned to you, or it's really not your area of expertise, or for any other reason, you can reject the assignment.
When you do, we'll ask you to provide a reason for rejecting the assignment. When you're done, click 'Ok'.
The person who created the assignment will be notified as to whether you've completed the assignment or rejected it.
Now there are two more things you should know when responding to an assignment:
- When you open the document from your IE browser, we'd recommend that you don't use the 'Save as...' option to store the file in a different location or with a different name. This is because there could be more than one collaborator in a document at a time, and using the 'Save as...' option will create additional copies. As you can imagine that could quickly get messy... To avoid this, simply hit the 'Save' button to have your edits saved to the original document.
- An assignment can be assigned to up to 10 people. This will notify all 10 people of the assignment. However, if one person completes or rejects the assignment, it will complete or reject the assignment for everybody. In other words, only one recipient need respond, to action the assignment for everyone.