Use the Send task type to send text and/or files to a partner, and optionally ask them to confirm receipt.
This is a flexible task type. You can use it:
- For a one-off file send.
- As part of a project plan, to ask the partner to complete a task and confirm they have done so.
- To ask the partner to sign off on something, by entering their name and job title to indicate they have accepted it.
If you want the partner to send text and/or files back to you, use Collaboration - simple instead. If you want to send information to multiple people, and do not need to confirm receipt, use Share.
The owner process starts similarly to the Collaboration - full task type.
Owner:
- Set task details.
- Set Dates.
- Set Reminders if required.
- Write instructions for the partner – see below.
- Assign the task to the partner.
- Send the task to the partner.
The partner process is similar to the Collaboration - simple task type.
- Open the response page. The Open action is the default action when the user selects the task, or can be selected from the tasks' context menu.
- Read the text and download the files.
- Confirm if required and Submit.
There is no validation, and the task will be marked as Complete when the partner has submitted the task. The information will continue to be available to the partner after they have submitted.
Send instructions
Use the Edit instructions option from the tasks' context menu, or from the link in the Task section of the Task details page.
Edit the text you want to send in Content and the files in Attachments. Both are optional.
If you want the partner to confirm what they have received or accepted what you have sent to them, write an Acceptance statement.
Optionally, if you want them to be able to decline what you have sent, write a Non-acceptance statement.
Finally, indicate what Confirmation information they need to provide along with the acceptance or decline. This can be nothing, just their name, or their name and position (job title).
You do not need to fill in all the parts. If all you want to do is send them a file, just upload it to Attachments.
Send response
Like the Collaboration - simple, the partner is presented with a response form. The response form will show text and any attachments. It will then ask for the required confirmation.
In this example, we had both an acceptance statement and a non-acceptance statement and asked for their name.
Decline
If you enter a non-acceptance statement, and the partner chooses that option, the task will be given a status of Complete - declined. In other cases, the partner task details page will contain a decline option – see Accept, decline and refer. If the partner declines the task in this way, the status will be set to Ready to start - declined, as it would for other declines. This allows you to send the task to someone else if required.