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Close a licensing task

In this article:

Learn how to close a licensing task as the Approval officer. Review the completed licensing task and the evidence, then approve and close it or assign further work if something is missing.

The Approval officer's review is the final step that confirms the licensing task is complete and properly evidenced. Closing a licensing task moves it to the Closed tab and keeps the schedule running for the next occurrence.

Close the licensing task when the completed work and evidence meet the instructions. If anything is missing, assign another task instead. Closing a licensing task does not stop its recurring schedule.

Why did I receive this task?

The licensing task is complete and automatically assigned to you as the Approval officer.

What permission do I need?

You need the Close training and licence tasks permission (minimum licence type: Approve). Ask your system administrator if the closing controls are unavailable.

Will closing stop future licensing tasks?

No. Closing this licensing task does not halt its schedule. Future licensing tasks continue unless you separately halt the schedule.

Before you start

Check the following:

  • You have the Close training and licence tasks permission. Ask your system administrator to check your access if the closing controls are unavailable.
  • The completed licensing task is assigned to you at the Close stage.
  • You can access the instructions, action history and supporting evidence.

Step 1: Open the completed licensing task

Navigation path

Management Open Management from the main menu.Licensing Open the Licensing register.In progress Find the licensing task awaiting your review.

Open the licensing task and select Close stage. You can also open the assigned licensing task from Tasks.

Confirm the licence or qualification holder and the occurrence of the licensing task before continuing.

Step 2: Review the completed licensing task

  1. Review the original instructions and any reference documents.
  2. View Action history entries and read the Action officer's result, licence or qualification details, and any comments.
  3. Open the attached evidence and decide whether the licensing task is complete or more work is needed.
Action history for a licensing task, showing the recorded action and the date the item was added.

View Action history entries to read the instructions, updates and completed actions.

Step 3: Attach additional records if needed

Add any further records required for the approval before you close the licensing task or assign more work.

Use Attach records to add evidence such as a licence, registration confirmation or completed licensing checklist.

  1. Select Attach.
  2. Enter a meaningful Record name, including the licence or qualification holder and relevant date where useful. Select a Record category if required.
  3. Review the record's access settings. Use All users can access or Specify who can access, then choose the relevant teams and individual users.
  4. Select Choose file and select the evidence from your computer. If links are enabled, switch from File to Link and enter the web or SharePoint URL.
Attach records showing a meaningful record name, category, access settings, File or Link and Choose file.

Give the evidence a meaningful name and review who can access it before adding the file or link.

The evidence remains with the licensing task. Records attached to the licensing task are also available in the Records register when the licensing task is completed and closed.

Step 4: Close the licensing task or assign further work

Choose one of the following options in Task management.

Before closing, confirm that the action notes and evidence are complete. The closed licensing task's action notes and comments cannot be edited.

When the licensing task is ready to close
  1. In Task management, select Approve and close.
  2. Add Additional comments if needed.
  3. Select Close at the bottom of the page.
Task management at the Close stage, showing Assign another task, Approve and close, and Additional comments.

Choose Approve and close when the completed licensing task and evidence are satisfactory.

When more work is needed

If the licensing task is not ready to close, use Assign another task.

  1. Enter Task instructions explaining the work required.
  2. Choose the user in Assign to, or select Assign to me.
  3. Set the Task due date.
  4. Select Submit to assign the follow-up task.
Assign another task selected, with Task instructions, Assign to, Assign to me and Task due date.

Give the follow-up task a clear instruction, owner and due date.

The licensing task is not approved and closed when you assign further work. It returns through the task workflow for the additional action.

Other sections

System event history

Expand System event history to see when the item was created, actions were completed and details were changed. Where an entry has an expand control, select it to view more information.

System event history for a licensing task, with creation, action and change entries.

System event history records events and changes associated with the licensing task.

What happens next

After you select Approve and close and then Close:

 

The completed licensing task is available

Find the licensing task in the Closed tab. Use Series to review it alongside other occurrences and their evidence.

The recurring schedule continues

Closing this licensing task does not halt its schedule. Future licensing tasks continue unless the schedule is separately halted. See About the Licensing register.

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