Assigning a File Download Task

Purpose:
A File Download Task is used when you want users to download a file such as documents, videos, images, or templates. The file must first be uploaded to the TreeAMS Content Library before it can be assigned.

This section covers:

📚 Before Assigning – Add File to Content Library

Before assigning a File Download Task, make sure you have uploaded the required file into the TreeAMS Content Library. This ensures the file will be available for users to download during the assignment.

Go to Desk. Learn how you can switch to Desk here!
Click the dropdown next to Home menu.
Go to Content.
Find Content Library.

Click +Add TAMS Content Library to create a folder where downloadable files for this task will be stored (e.g., Onboarding Documents, Training Materials, Countersigned Franchise Agreement).
After clicking +Add TAMS Content Library, you will see a form like this:
1. Content Type 👉 Choose PDF File for any downloadable material. (This type supports PDFs, images, videos, and Excel files.)
2. Content Name 👉 Enter the title of the file users will download.
3. Content Group: Archive 👉 A default, non-editable group used to organize all PDF File content in the Content Library.
4. Content Description 👉 Optional. Add a short explanation about the file content or purpose.
5. Content Category 👉 Optional. Use this to group or organize your files by topic (e.g., Training, SOP, HR Documents).
6. Hero Image 👉 Optional. Upload an image if you want a visual preview for this content.
7. Active Checkbox 👉 Leave this checked so the file is available for assignment. Uncheck only if you want to disable or hide the file.
8. Attach 👉 Click this button bellow File Details section to upload the file that users will download.
Once your file is added, click "Save" then you can proceed to create and assign the File Download Task.

📝 Steps to Assign a File Download Task

Go to Portal and click +Assignment.

Select Assignment Type: Download File. Then click Next.

Choose your Assignment Options and Team:
- Select User, Node, or Group Assignment. Learn the differences between these three by clicking here!
- Choose the team(s) who will receive the task.
Then click Next.
In Assignment Name and Content: Enter the Assignment Name. Then click Next.

In Assignment Action Taken, choose how the task will be delivered:
Please continue to the next step, which is either:
- Assign 👉 send the task directly to the assignee.
- Schedule👉 create a recurring File Download Task.
- Delegate👉 allow another user to choose the assignee. This is helpful when you're unsure which user should upload the file, but you know someone who can appoint the right person.

Select one of the options above to proceed with the next steps.

ASSIGN a File Download Task

If you choose the Assign action in this step, it means the system will immediately send the task to the selected user(s).
In Assign to Team, you can:
- Set Deadline (optional) – The task will auto-close on this date. Leave blank to close only after the download is completed.
- Select Assignee – Select the user who must download the file.
- File Location – Choose the file from the Content Library (PDF File content type) that the user will download.
Click Next to Review & Confirm. Check the summary and click Assign to complete the assignment.

SCHEDULE a File Download Task

If you choose to Schedule your File Download Task, the next step is to select the Task Run Frequency, whether it's Daily, Weekly, or Monthly.

Watch the video below to understand how to set the scheduler,
or read the guideline below.

🟢 Daily

Select Daily for the Task Run Frequency.

Select the Start Date and End Date so the system knows when the repeating Task Upload File should begin and end.
Select the time of day for the task to recur.
Set the duration (time allowed for the assignee to upload the file). If the assignee misses the deadline, the task will automatically close and be marked as overdue.
Click Next.

In Assign to Team, you can:
- Set Deadline (optional) – The task will auto-close on this date. Leave blank to close only after the download is completed.
- Select Assignee – Select the user who must download the file.
- File Location – Choose the file from the Content Library (PDF File content type) that the user will download.
Click Next to Review & Confirm.
Click Schedule.

🟢 Weekly

Select Weekly for the Task Run Frequency.

Select the Start Date and End Date to determine when the schedule should activate and stop.
Select the day(s) of the week and the time for the task to recur.
Set the duration for the assignee to complete the task. If the deadline is missed, the task closes automatically and is marked as not completed on time.
Click Next.

In Assign to Team, you can:
- Set Deadline (optional) – The task will auto-close on this date. Leave blank to close only after the download is completed.
- Select Assignee – Select the user who must download the file.
- File Location – Choose the file from the Content Library (PDF File content type) that the user will download.
Click Next to Review & Confirm.
Click Delegate.

🟢 Monthly

Select Monthly for the Task Run Frequency.

Select the Start Date and End Date to define the active period for this scheduled Task Upload File.
Select the date(s) and time for the task to recur.

💡 If a month does not have the selected date (e.g., 31st), the task will be created on the last day of that month.

Set the duration for the assignee to submit the required file. If they miss the deadline, the system will auto-close the task and mark it overdue.
Click Next.

Select the Reviewer, Assignee, and File Location.
Click Next.

Review all details before scheduling. Double-check dates, time slots, and assigned users.
Click Schedule.

DELEGATE a File Download Task

If you choose the Delegate action, you can assign the File Download Task to someone who will decide the appropriate person to complete it. This is useful when you are unsure who should Download the required file — for example, the franchisee may delegate it to the store manager so s/he can assign the task to another responsible team member.
💡 You can only delegate one user for each assignment!
IMPORTANT‼️ The Delegatee must be either a Site Admin or a Site User with the TreeAMS Assignment Manager sub-role. A Portal User cannot assign tasks — they are only allowed to complete them.
Click Delegate.
Your File Download Task has been successfully delegated!

🛑 Cancelling a File Download Task Assignment

In TreeAMS, you can cancel File Download Task assignments in various statuses, including draft, assigned, delegated, scheduled, and in progress.
Follow the steps below for detailed instructions:

In the Assignment menu, open the Schedule or Ad Hoc tab (depending on the action you selected when assigning the task).
Select the File Download Task assignment you want to cancel.

Click Action. Depending on whether the assignment is Ad Hoc or Scheduled, you will see different options:
1. For Ad Hoc File Download Tasks, click Action button then select Cancel Assignment. This removes the assignment but keeps the File Download Task content intact.
2. For Scheduled File Download Tasks:
  1. Click Action button then select Stop Schedule.
  2. Click Yes. This stops future recurring assignments from being created.
  3. Then we need to cancel the assignment, click Action button one more time.
  4. Click Cancel Assignment. This removes the assignment, but your File Download Task content will remain saved in the system (TreeAMS Drive).

✅ Tips:

Use clear file names so users immediately know what they are downloading.
Do a clear and complete setup — including using non-duplicate content names, assigning a content group, and adding a description.
Ensure the file is uploaded under PDF File content type before assigning.
Double-check that the correct file is selected before proceeding to the next step.