Add participants to an OX task when colleagues need to receive the work item and coordinate its outcome. Agree a responsible owner explicitly so a task sent to several people is not left for somebody else.
IN THIS ARTICLE
01 Add and confirm participants
- Create or edit the task in a list where you have the required permission.
- Expand the form if necessary and find Participant.
- Enter each colleague's exact address or select the intended contact, group or distribution list.
- Review the subject, expected result and due date before saving.
- Ask participants to confirm that they can see the task and respond through the available invitation controls.
02 Coordinate the work
State who performs the task, who reviews it and where evidence is stored. Keep updates in one agreed place. If the task involves a shared file, grant file access separately and test that link from a participant's account.
03 Example: assign a review task with a clear owner
Create a task named Review September supplier invoice. Add [email protected] as the colleague doing the review and [email protected] as the reviewer, using addresses that exist in your organisation. In the description, state that Ada checks the amount and purchase reference, while Finance approves the result. Set the agreed due date and time.
Share the invoice through its own file controls and paste the approved link into the task. Ask both participants to confirm that they can open it. Completion means the owner records the checked invoice reference and the reviewer confirms the outcome. Adding both addresses alone does not define ownership or grant access to the attached business records.
Common questions
Does adding someone give them access to every related file?
No. The task and the file can have separate permissions. Share only the required material through its own access controls.
What if a participant does not receive it?
Check the exact address, task list, invitation state and notifications. For external people, verify whether the account's task workflow supports their participation instead of assuming it behaves like an internal user.
Can I remove a participant?
Use the task's edit controls and the remove action beside the participant where permitted. Review whether they also retain access to separately shared files or folders.
When a due date changes, tell the responsible owner and verify the updated task. If the work is urgent, use the team's agreed incident or escalation route. A task invitation by itself does not guarantee timely acknowledgement.