If you've created assignments in a Word or Excel document, chances are you'll want to review the work completed, or perhaps not completed, so you can decide on the next steps towards getting the job done.
For this reason, whenever someone completes an assignment and flags it as being 'done', the assignment does not disappear from the document. It remains active and stays in the document, until the person who created the assignment changes its status to 'closed'.
Closing and Finalizing assignments is important for several reasons:
- It cleans up the document, and removes the content control container that surrounds the part of the document where the assignment was created. You'd definitely want to do this before distributing your document.
- Guests can only work on five concurrent active assignments at a time. So if a guest has completed and marked their five allowed assignments as 'done', you'd need to close those assignments first, before you can create any new assignments for that guest.
- It also impacts collaboration insights, in that Qorus reports on turnaround times based on when assignments are closed, as well as on how many assignments were completed on time, late or not at all.
In this article, we'll explain how to:
1. Edit or re-assign an assignment
First, you'll need to bring up the list of assignments you've created. To do that, click on the ellipses, and then on 'Assign' in the top nav:
Alternatively, if you're working on a large screen, you can use your mouse to drag out the leftmost border of the Qorus Add-in and that will expand the space so that you can see all the top nav menu items like this, instead of having to click on the ellipses (three dots):
To make changes to an assignment, click on its name. This will expand the assignment tile and reveal more information as well as the 'edit', 'comment', and 'status' buttons. You can use all three to modify the assignment as follows:
2. Close assignments
You can close one assignment at a time, by clicking on the assignment 'status' for each assignment, and then setting the assignment status to 'Closed':
If you'd prefer to close multiple assignments in one go, you can do that too. First, make sure that you have only the assignments you want to close visible in the Qorus Add-in.
Click on the (1) magnifying glass, then use the 'users' and 'status' filters to filter on the assignments you'd like to close. In the example below, we've selected the assignments with a (2) 'Done' status. Then click on the (3) 'Close all assignments' button (where there's a small x).
Next, you'll see a pop-up window, asking you to confirm your choice to close all assignments. If you'd like to proceed, click 'Ok'.
3. Finalize your document (in Word only)
Next, you'll want to remove the content controls from your document before you distribute it. These are the grey boxes that get wrapped around the portions of the document you have assigned, like the one visible in the document in the screenshot below.
Click on 'Finalize' in the top nav (this menu item might be hidden under the ellipses or three dots), on then on the orange 'Finalize' button.
This will remove the content controls around all the assignments where the status has been marked as 'Closed'. Assignments that have a status of 'assigned', 'started', 'done', or 'rejected' will not be impacted.
This allows you to clean up your document before distributing it to others, and also makes way for you to create new assignments in the same spot in the document if needed.
For example, in an RFx scenario, you might have a response stage that involves gathering answers and information from SMEs. This is your first round of assignments. When they have done the work and you're satisfied, you can close their writing assignments and finalize the document. You can then proceed to the next stage and create review assignments for those who need to review and approve the responses provided by the SMEs before the document goes out to the client.
This way you can cater for multiple RFx stages or rounds of reviews, closing assignments and finalizing the document between each round, before creating the next set of assignments as your response moves to the to next stage.