Collaboration in Process Portal: Frequently asked questions

Find answers to frequently asked questions about collaborating with other users in Process Portal.

Who can I collaborate with?

You can invite people from the following groups of users to collaborate with you on a task:

Subject matter experts for the task type
Experienced users who have completed tasks of this type
If the task was assigned to a team before you claimed it, anyone in this team
If the task was assigned directly to you, anyone in the teams that you belong to

Why is the Collaborate action not available for my task?

This issue can occur for one of the following reasons:

The system administrator has disabled notification and refresh web messaging for Process Portal.
- Use one of the other collaboration options. Either post a comment on the task from the Stream tab or work directly with one of the experts for the task from the Experts tab.
You are not the owner of the task. To be able to collaborate on a task, you must own it. If the task is assigned to a team, open the task so that you become the owner. If the task belongs to someone else, you must wait for the owner to invite you to collaborate on the task.
The task does not support collaboration because it is implemented using a client-side human service; only heritage human services support collaboration.
- Use one of the other collaboration options. Either post a comment on the task from the Stream tab or work directly with one of the experts for the task from the Experts tab.
The form that the task uses does not support collaboration because it contains heritage coaches.
- Use one of the other collaboration options. Either post a comment on the task from the Stream tab or work directly with one of the experts for the task from the Experts tab.
- If you are a process designer, consider replacing the heritage coaches with a non-heritage coach.
You have not opened the task within Process Portal. Collaboration is not available outside of Process Portal.

Can I collaborate with an expert if they are not online?

From the Experts tab for your task, you can see the expert whom you want to work with to complete your task. Although the expert is not online, you can still invite this person to collaborate on the task. After the expert logs on to Process Portal, the invitation is available in the @Mentions list.

When I enter a name, I get too many users back. How do I find the exact person whom I am looking for?

For example, you entered ben as the user name, but the list of names contains all the users whose user names or display names include "ben", for example, benjamin, adminben, sam benwell. To limit this list of names, enclose the name that you enter in quotation marks. For example, to collaborate with ben, enter "ben".

When I am editing a task, what should I do if the page stops responding or if the collaboration banner disappears?

If you are the task owner, restart the task from the task list. If you are the invited collaborator, restart the collaboration session by going to the original collaboration invitation and clicking the task link.