Qvidian for Microsoft Office

1. Click the Menu icon and select Assignments.
2. Click the Participants tab, and then click the Add Assignees icon. The Add Assignees dialog displays.



3. Locate the users to add to the project. You can narrow the results with the "Users" dropdown filter: 
   • Users: As the default in the Users dropdown menu, it allows project owners to search among all available users to add participants.
   • Participants: Project owners can refine their view to only show existing project participants.
   • Teams: Project owners can add entire teams of users as participants.
4. Enter two or more letters into the search bar to locate a specific User, Participant, or Team. Results begin populating below the search bar once text is entered.
5. Click the desired User, Participant, or Team to add them to the project. Once added, a blue checkmark appears to the left of an existing participants' initials.

Note: If the person you want to reassign your task to is not already a participant, you will need to add them as a participant first. If you cannot add participants to a project, simply reassign the remaining tasks to a project owner, who can then reassign the tasks to the optimal participant.

6. Click Close to exit out of the Add Assignees dialog and save any changes.

Note: Permissioned users can save groups of participants to Teams. This allows commonly grouped participants to be added to projects all at once, rather than adding each participant manually. To create a Team of Participants, click the Save Team icon. Enter a Team Name and Description and then click Save.

Note: For more information on creating assignments, see Create and edit project assignments .

1. Click the Menu icon and select Assignments.
2. Place your cursor anywhere within a question or slice that you want to assign.
3. Click the + icon to create a workflow for the selected question.
4. Choose whether you want to create a new assignment workflow or reuse an existing one.



5. (Optional) Enter a task name. By default, the system will name new workflow steps “Workflow Task,” allowing users to leave the default workflow task name unchanged to create workflows faster when there’s no need to replace the default name with something more descriptive. Admins can change this default to the name they prefer via the “DefaultWorkflowTask” Global Setting.
6. (Optional) Click the Calendar icon and select a date/time, or enter the date in the date and time field. Use the left and right arrows on either side of the month to move to the previous or next month.

Note: This will be the step's due date. The default date is the due date of the project.

7. (Optional) Click the Add Assignees button to add assignees to that step. The Add Assignees dialog box appears.
   • Select the desired assignee(s) you wish to add to that step by selecting Participants from the dropdown menu.
   • Enter two or more letters into the search bar to locate a specific participant. Results begin populating below the search bar once text is entered.

   Note: Once selected, a blue checkmark appears to the left of the participants' initials. To remove an assignee, click the participant name again so that the blue checkmark is no longer visible.

8. (Optional) To require all participants to complete their task before the workflow can move to the next step, click All Complete; icon will then read "All Complete". By default, all steps are set to "Any Complete."

Note: Workflow steps can be set to either: "All Complete," which requires all participants to complete the assigned task or "Any Complete," which only requires one participant to complete the assigned task. You may want to require only one of the participants to complete the task if you have assigned it to a team, but any member of the group can answer it. You may want to require all the participants to complete the task if the question contains multiple parts, or requires approval from all participants.

9. (Optional) Click Add new step to add more steps to your workflow.
10. (Optional) Drag and drop the steps to rearrange the order of the workflow.
11. (Optional) Click the More menu to: 
    • Insert Step Above
    • Insert Step Below
    • Delete
    • Complete Task
12. (Optional) To save this assignment workflow for future use, click Save for Reuse. This eliminates the need for commonly used workflows to be recreated manually every time they're needed.



1. Enter an Assignment Workflow Name.
2. (Optional) Unselect the Save participants to workflow checkbox to save the steps in your workflow without including its participants. By default, this checkbox is selected so Upland Qvidian will remember the participants associated with saved workflows.
3. (Optional) Update your Share Settings. By default, a saved workflow is "Private" and therefore only visible to the project owner that created it. To make a saved workflow available to all permissioned users, select "Global."
4. Click Save Workflow.
13. Click Save.

Saved assignment workflows can be re-purposed and modified as needed for new assignments.

1. Begin by creating an assignment. The Select Assignment Workflow panel will appear.



2. Select an existing workflow.
3. Choose which participants to include: 
   • Include only project participants: Applies the steps in the saved workflow, but only includes participants associated with the workflow if they are already participants in the project.
   • Include all workflow participants: Applies the steps in the saved workflow and includes all participants associated with the workflow. If one or more of these participants are not already included in the project, Upland Qvidian will also add them as participants to the project.
   • Exclude all participants: Applies the steps in the saved workflow, but excludes all participants associated with the workflow
4. Click Next.
5. (Optional) Modify the workflow for your use case.
6. Click Save.

You can select another participant to whom you will reassign all remaining tasks. For example, if a key participant leaves on vacation or becomes overburdened.

1. Click the Menu icon and select Assignments.
2. Click the Participants tab and locate the desired participant.
3. Click the More icon.
4. Select Reassign Remaining Tasks. The Reassign Remaining Tasks panel appears.
5. Click the Add Assignees button. The Add Assignees dialog box appears.
6. Select the participant(s) you wish to reassign all remaining tasks. Once selected, a blue checkmark appears to the left of the reassigned participants' initials.

Note: If you do not have permission to reassign tasks to other users, you can reassign tasks to a project owner, who can then reassign the tasks to the optimal participant on their behalf.

7. Click Reassign.

Note: After reassigning tasks, Qvidian automatically emails the new assignees and the project owner.

Project owners can remove a participant from the project and delete their assigned tasks. Any assignments with tasks assigned to the remaining participants will stay active.

Example: A project owner may use Remove if one out of three reviewers on an assignment becomes unavailable, and the assignment can be completed by any of the three reviewers. In this case, the project manager can remove the unavailable reviewer, and either of the remaining reviewers will still be able to complete the assignment.

• Add Assignees dialog box method:
  1. Click the Menu icon and select Assignments.
  2. Click the Participants tab, and then click the Add Assignees icon. The Add Assignees dialog box displays.
  3. Click any existing participant(s), identified by a blue checkmark to the left of their initials, to remove them from the project.
• More menu method:
  1. Click t the Menu icon and select Assignments.
  2. Click the Participants tab and locate the desired participant.
  3. Click the More icon.
  4. Select Remove.

The initial project owner can grant other participants owner permissions. Everyone with owner permission can manage the project together. Project owners (indicated by the Project Owner icon ) have full rights to the project.

1. Click the Menu icon and select Assignments.
2. Click the Participants tab and locate the desired participant.
3. Click the More icon.
4. To grant owner permissions, select Grant Owner Permission. The Project Owner icon will appear next to the participants initials.
5. To remove owner permissions, Select Remove Owner Permission.

Note: Project owners may remove their owner permission if there is at least one remaining active owner.

A section at the top of the Qvidian for Office panel shows information about tasks related to the response. Users can switch between viewing “All My Tasks” and viewing “My Current Tasks” via the dropdown menu on the top left.

Example of viewing a single task (left) and multiple tasks (right) in the Library panel. Click to enlarge.

1. Click the Menu icon and select Library. An "All My Tasks" ribbon is displayed at the top of the panel.



2. Click the < and > arrows to page through tasks one at a time. When paging through a task, the questionnaire on the left scrolls automatically to the related question to provide context.

Tip: To view a workflow, click the More icon and select View Workflow from the dropdown menu.

3. To view current tasks, click the dropdown arrow next to the "All My Tasks" link and select My Current Tasks.
4. To view a list of your tasks, click the blue All My Tasks and/or My Current Tasks links. To return to the single task/Library view, click the <- back arrow.



5. View your task(s) status: 
   • Yellow Filled Circle: Current step that is "In progress".
   • Yellow Empty Circle: Future step that is "In progress".
   • Red Filled Circle: Current step that is "Past due".
   • Red Empty Circle: Future step that is "Past due".
   • Green Filled Circle (with a white checkmark): Completed step.

A list of a user’s assigned tasks and statuses can be viewed by using the Assignments filter.

Example of the Workflow tab (left) and Participants tab (right) in the Assignments panel. Click to enlarge.

1. Click the Menu icon and select Assignments.
2. Click the Workflow tab.
3. Click the Filter icon. The "Filters" dialog will appear.
4. Select the desired Assignment Status and Participants filters. Click Apply.
5. View the participant's task status: 
   • Yellow Filled Circle: Current step that is "In progress".
   • Yellow Empty Circle: Future step that is "In progress".
   • Red Filled Circle: Current step that is "Past due".
   • Red Empty Circle: Future step that is "Past due".
   • Green Filled Circle (with a white checkmark): Completed step.

You can complete an individual task step via the Library panel or Workflow tab.

Note: For more information on completing tasks, see Complete your project assignments.

1. Completing a task using the Library panel: 
   1. Click the Menu icon and select Library. An "All My Tasks" ribbon is displayed at the top of the panel.
   2. Locate the desired task by clicking the < and > arrows to page through tasks one at a time. Use one of the following methods:
      • Hover over the task and click the blue Complete button that appears.
      • Click the More menu and select Complete Task from the dropdown menu.
2. Completing a task using the Workflow tab: 
   1. Click the Menu icon and select Assignments.
   2. Click the Workflow tab.
   3. Click the –> arrow on the assignment card to view the workflow.
   4. Click the More icon.
   5. Select Complete My Task to complete your task.

You can complete multiple tasks at once using the Bulk Complete button.

Note: For more information on completing tasks, see Complete your project assignments.

1. Click the Menu icon and select Library. An "All My Tasks" ribbon is displayed at the top of the panel.
2. To view a list of your tasks, click the blue All My Tasks and/or My Current Tasks links.
3. Click the blue All My Tasks and/or My Current Tasks links to view a list of all your tasks.



4. Select the checkboxes of all the tasks you want to complete.
5. Click Bulk Complete.

1. Reassigning a task using the Library panel: 
   1. Click the Menu icon and select Library. An "All My Tasks" ribbon is displayed at the top of the panel.
   2. Locate the desired task by clicking the < and > arrows to page through tasks one at a time. Use one of the following methods:
   3. Click the More icon.
   4. Select Reassign My Task from the dropdown menu.
   5. Click the Add Assignees button. The Add Assignees dialog box appears.
   6. Select the participant(s) you wish to reassign your task. Once selected, a blue checkmark appears to the left of the reassigned participants' initials.
   7. Click Reassign.
2. Reassigning a task using the Workflow tab: 
   1. Click the Menu icon and select Assignments.
   2. Click the Workflow tab.
   3. Click the –> arrow on the assignment card to view the workflow.
   4. Click the More icon.
   5. Select Reassign My Task. The Reassign Remaining Tasks panel appears.
   6. Click the Add Assignees button. The Add Assignees dialog box appears.
   7. Select the participant(s) you wish to reassign your task. Once selected, a blue checkmark appears to the left of the reassigned participants' initials.
   8. Click Reassign.

Owners have full access to modify workflow steps. Modifications to the workflow steps may affect the progress status of the project and its assignments.

Note: For more information on editing assignments, see Create and edit project assignments .

1. Editing assignments using the Library panel: 
   1. Click the Menu icon and select Library. An "All My Tasks" ribbon is displayed at the top of the panel.
   2. Locate the desired task by clicking the < and > arrows to page through tasks one at a time. Use one of the following methods:
   3. Click the More icon.
   4. Select View Workflow from the dropdown menu.
   5. Click the Edit icon to edit the existing assignment.
   6. Edit the steps as desired. For more information, see Creating Assignments.
   7. Click Save.
2. Editing assignments using the Workflow tab: 
   1. Click the Menu icon and select Assignments.
   2. Click the Workflow tab.
   3. Click the –> arrow on the assignment card to view the workflow.
   4. Click the Edit icon to edit the existing assignment.
   5. Edit the steps as desired. For more information, see Creating Assignments.
   6. Click Save.

Bulk edit assignments

Project owners and users authorized to manage projects owned by other users can edit assignment workflows for two or more assignments at the same time.

1. Click the Menu icon and select Assignments.
2. Select a range of two or more assignments that are part of part of an active workflow by highlighting the tasks with your cursor.

Note: Once you have selected your desired assignments in the document, the Edit icon will appear allowing you to edit the existing assignment. The following message will be displayed, “Warning multiple ranges are selected, and any changes will impact all selected ranges.”

3. Workflow updates depend on the selected assignments:
   • Same Active Assignment Workflow for All Selected Assignments: View and modify the workflow shared by all selected assignments. Qvidian will apply workflow changes to all selected assignment, overwriting the legacy shared workflow.
   • Different Active Assignment Workflow for at Least One Selected Assignment: Create a new assignment workflow for the selected assignments. Qvidian will apply the new workflow to all the selected assignments, overwriting all previous workflows.
4. Click Save. Click Save for Reuse if you wish to Reuse an assignment workflow.

Caution: The API for interacting with Office for the Web for Word treats multiple selected table rows as multiple separate selections. When multiple table rows are selected, Word will only relay information for one row and therefore may not perform as expected.

1. Click the Menu icon and select Library. An "All My Tasks" ribbon is displayed at the top of the panel.
2. Locate the desired task by clicking the < and > arrows to page through tasks one at a time. Use one of the following methods:
3. Click the More icon.
4. Select Re-open Task from the dropdown menu. This selection is only available for completed tasks.
5. Enter a Comment into the "Incomplete Task Notification" dialog.
6. Click OK.