SharePoint is a powerful platform that allows organizations to streamline their business processes and improve collaboration among team members. One of the key features of SharePoint is its workflow capabilities, which enable users to automate tasks and track their progress in a centralized location. However, as with any business process, there may come a time when a workflow task needs to be changed or updated. In this article, we will explore how to change SharePoint workflow task status, and the benefits it can bring to your organization.
First, let's understand what a workflow task is in SharePoint. A workflow task is a specific action or task that is assigned to a user or group of users as part of a workflow process. It could be a request for approval, a review of a document, or any other action that needs to be completed in order for the workflow to progress. Each task has a status associated with it, such as "Not Started," "In Progress," or "Completed," which helps to track its progress.
Now, let's delve into the steps for changing a SharePoint workflow task status. The process may vary slightly depending on the version of SharePoint you are using, but the general steps remain the same.
Step 1: Navigate to the Workflow Task List
The first step is to navigate to the Workflow Task List where the task is located. This list can be accessed by clicking on the "Site Contents" link in the SharePoint menu and then selecting the "Workflow Tasks" option.
Step 2: Select the Task
Once you are in the Workflow Task List, locate the task you want to change the status for and click on it to open it.
Step 3: Edit the Task
On the task page, click on the "Edit Item" button to make changes to the task.
Step 4: Change the Status
In the task details form, you will see a field labeled "Status." This is where you can change the status of the task. Select the appropriate status from the drop-down menu and click on the "Save" button to apply the changes.
That's it! The status of the task will now be updated, and the workflow process will continue accordingly.
Now, let's take a look at why changing SharePoint workflow task status is beneficial for your organization.
1. Improved Visibility and Tracking
By changing the status of a task, you are providing an update on its progress, which can be beneficial for team members and stakeholders. It allows everyone to have a clear understanding of where the task stands and what still needs to be done. This improves visibility and helps to keep everyone on the same page.
2. Streamlined Workflow Process
When a task is completed, changing its status to "Completed" will automatically trigger the next step in the workflow process. This eliminates the need for manual intervention, saving time and reducing the risk of errors.
3. Better Resource Management
Changing the status of a task also helps in managing resources effectively. For example, if a task is stuck in the "In Progress" status for an extended period, it may indicate that the assigned user is facing challenges and may need support. This allows managers to step in and provide assistance to ensure the task is completed on time.
4. Increased Accountability
When a task's status is changed, it creates a record of the progress made, and this can help in holding team members accountable for their tasks. It also helps in identifying bottlenecks in the workflow process, allowing for improvements to be made.
