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The Task List is an electronic listing of workflow tasks that require a user's attention. It is similar to an email Inbox. Users must log in to to access their task list. Tasks display in a small area on the left side of the screen. Clicking on an icon to perform a task related function will display any associated screens to the right or below the task list depending on it's state. Selected tasks will display with a blue background. An icon is provided to manually refresh the list. 
Desktop/Tablet View of the Task List |
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- You clicked the save icon on a form or workflow which had the saved/load feature enabled.
- A workflow was directed to you to perform the next step in the workflow.
- A workflow was directed to a role (ex: Manager) to perform the next step in the workflow, and you have that role. See embedding your task list.
You will see your tasks when you login. If your user account has the special frevvo.designer role, you must click on the My Tasks tab to view your tasks. Customers using a space, may have to click on the Important Items tab to access the Task List. The icon expands and contracts the task list . It will show a menu with two selections, My Tasks and Shared Items when it is expanded. A contracted Task list will show the associated screens to the right while an expanded Task List displays the screens below it.
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- Quick View the task without displaying the entire form. Quick View allows the user who's responsibility it is to review the task (manager, supervisor, reviewer etc.) to add a comment, approve or reject, sign and pass it to the next user in the workflow. Quick View is enabled by the designer. See below for the details.
- Perform the task. This icon is red when the task is locked by you so that only you can perform it. No other users with your role can perform this task unless you unlock it . The icon is blue when the task is shared between multiple users, for example when the task is assigned to a role i.e. group of users.
- Abort the task. The abort icon will only display if the user is a workflow administrator, tenant admin or a designer user.
- Modify allows you to send the task back to a prior step, abort, reassign or reset the task. The Modify icon will only display if the user is a workflow administrator, tenant admin or a designer user.
- Lock the task so you can perform it later.
- Unlock the task and return it to the task pool.
- Audit Trail displays the event history for this specific task. For workflows you will see all the users that have participated in the workflow thus far. For saved forms & workflows you will see each time you clicked save.
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Quick Approval does not lock the task. |
Let's consider a Leave Approval workflow with two activities: the first step is a form which collects the pertinent information about the Leave request - employee name, starting date and duration of leave, etc. This step is filled out by any employee requesting a leave. The second step is a form that has a section named Manager Approval with a text area control for comments. The designer has setup the Quick View feature for this step in the workflow and assigned the role of manager to it. When a manager clicks on the Quick view icon, the Manager step displays as shown:
You will see the following on the Quick Approval Screen:
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If the task displays the disabled icon, this indicates that the task is currently being performed by another person or that another person has clicked the lock icon to reserve the task. When this is the case, the only person that can complete this task is the person with the lock. View the audit trail or hover over a locked task to see who holds the lock. You can ask that person to unlock the task if you want to perform it. You can also ask your tenant administrator to unlock a task.
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- - The task can be continued (displayed for pending events, and pending workflows)
- - Displayed for saved forms
- - This task was modified and reset to this step
- - This task was finished
- - The task is locked by a user
- - The task is aborted
- - The task has been reassigned to another user or role by an administrator
- Image Modified - User can view every completed task in a workflow that the user performed. The legacy anonymous task is also supported. Refer to View My Task for the details
Here is the event history for a Mortgage Application workflow that was initiated by an anonymous user ("By:Anonymous "). Next the task was performed by the manager Jack Smith. Next supervisor Sam Spade rejected the task back to the step previously performed by the manager. This workflow now resides on the manager's Task List.
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Here is the event history of a 2nd Mortgage Application workflow. The workflow was initiated by an anonymous user (John Johnston) and then approved by manager Jack Smith. The tenant admin, Carrie Castle, then aborted the task. Abort removes the task from everyone's task list. This task can still be found by any user that performed one or more steps or by the tenant admin via Search History.
Use the history message property to add custom messages to the audit trail for the steps of a workflow.
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- Login to your tenant
- Click on My Tasks or Task List under Important Items if you are using a space
- Click the Search icon
- Select the workflow from the dropdown and set any other search criteria. Click Submit.
- Search for your task in the returned List.
- Click the Audit icon to display the Audit Trail
- Click the View icon to display the workflow step.
- Click the Audit icon again to return to the Task List.
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The View My Task feature eliminates the need to design workflows that send an Email with a PDF attachment after each step is executed to provide users with a way to keep track of submitted data. You can simply use the Task Search to find your workflow and then use the Audit trail to view the information you submitted.
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The image below shows the Task List of Manager Jack Smith after Manager Jerry Mouse has claimed the Expense Report submitted by employee Giorgio Armani. Clicking on the perform icon will not display the task. If you hover over these icons to a tool tip with the username of the person who currently has this task locked displays. If a task is currently locked, the last entry in the audit trail will show who locked it and when.
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Designer users and workflow administrators will see the Modify this Task icon when the task appears on their task list. The tenant/workflow admin/designer user performs a search to locate the task then click the Modify this Task icon. Clicking the Modify this Task icon on a Saved task presents this screen without the Reset to Step section.
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The tenant admin must perform a search to locate the task then click the abort this task icon.
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A task can also be aborted by checking the Abort this task checkbox after clicking the modify this task icon for that task. Checking "Yes" for the Abort this task question collapses the Reset to Step section. A required reason for aborting the task must be entered before clicking Submit. The reason will be visible in the audit trail.
Reassigning a Task
Reassigning a workflow task to another user/role can be done automatically via workflow escalation or performed manually by administrators. Tenant/workflow admin users can modify both workflows and saved forms. This gives the admin the ability to move a saved form or a pending workflow step from one user's task list to another.
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The tenant/workflow admin clicks the icon. To move this saved form to a different user's task list, enter the user id of the the person you want to assign it to by checking the user choice radio button in the Assign to: control. Type a username in that field and all users beginning with the letter you have entered appear as dropdown choices. Enter the reason for the reassignment in the Reason field and click submit. In the image below the workflow admin, Jerry has reassigned the task to the username jill.
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- A specific date range when you performed that task
- Tasks with a particular Submission status
- Tasks that ended with errors.
- Tasks that meet the criteria specified by Fields in your form/workflow, the selected Condition and the value entered in the Value column
- Customized filter condition logic
Role
Start your search by choosing your role in the workflow you are searching. A Participant is someone who is assigned or completed any step of the workflow. A Workflow Admin is a user who has "Administer the Workflow" Access Control. The default selection is Participant.
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Submission Status
Here is an explanation of the available states:
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If all the Submission Status boxes are unchecked and the Submit button is clicked, the following warning displays:
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This message will not clear if you hit the Reset button. Cancel out of the Task Search to clear it.
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| title | Click here for information about setting up search criteria using fields from your form/workflow. |
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The Filter Form/Workflow by Data section of the Search screen allows you to optionally setup additional search criteria using the Searchable Fields configured for the form/workflow. The Condition column provides the available conditions based on the type of field, and the Value column allows you to enter matching values. The filter logic can be edited using ANDs and ORs, etc. Condition ColumnThe Condition column choices depend on the data type of the selected field. The data types and their corresponding options are shown in the table. | Data Type(s) | Conditions Available in the Dropdown List |
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| Date, Time, Date/Time | is equal to |
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| does not contain a value | | Number, Money, Quantity | is equal to |
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| is greater than or equal to |
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| does not contain a value | | Text, TextArea, Email, DropDown, Radio, Checkbox | contains |
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| does not contain a value | | Boolean Checkbox | is equal to |
Value ColumnThe values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. The allowed values for Field Type(s) and conditions are listed in the table. | Field Type | Condition | Value Entry Field Type | Notes |
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| Date | Any except 'is within last' | Date Picker |
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| | Time | Any except 'is within last' | Time Entry |
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| | DateTime | Any except 'is within last' | Date and Time Picker |
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| | Date, Time, DateTime | 'is within last' | Special time duration entry field. | Enter a duration in Years:Months:Days:Hours:Minutes. Any field to the left may be omitted. For example, 2 days and 4 hours may be expressed as 0:0:2:4:0 or as 2:4:0. | | Number, Money, Quantity |
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| | Text, TextArea, Email, DropDown, Radio, Checkbox |
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| drop down containing true and false options |
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| For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/workflow, you will be prompted to "Enter text". | Info |
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A Date, Time or Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for tasks performed in the last 2 hours you can enter 02:00 or as 2:0. To search for tasks within the last 2 months and 12 days, enter 02:12:00:00.
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If you enter an invalid value, an error will display with instructions: Image Modified Editing the Logical ExpressionIf you want to modify the logical expression, click the Edit button. The logic expression becomes editable. The Logic Expression allows you to customize and combine the filter conditions using ANDs and ORs as well as parenthesis () to group terms of the expression. - Each filter item (expression) is represented by a letter (A for the Date range or B for the State or a number that corresponds to the row of the sub-expression in the Other Filter Items grid).
- Combine the letters and numbers using parenthesis to group items as needed.
- Build the logic of the overall predicate expression using AND and OR as appropriate.
- Click save when done to save the expression. Please correct any indicated parse errors in order to save.
Searches are initialized with the data entered as part of the previous search performed in the current web session. The one exception to that is the Filter Form/Workflow by Data table which will always start out empty. The Reset button clears all filter fields with the exception of Submission Status which is reset to all checkboxes checked. Task List Search ExampleThe image shows an example of a Task search screen and the results displayed. Manager Jerry is searching for: - Tasks in all submission states for Simple PO Workflows for companies named Alpha or Bravo.
- There is a field in the Simple PO Workflow named ClientName that has been set up as a Searchable field.
- The Simple PO Workflow is selected from the Form/Workflow dropdown.
- The field named ClientName is selected from the Field dropdown.
- The condition for the ClientName field is contains.
- A value of Alpha is entered in the Value column on the first line.
- Jerry clicks the Image Modified icon and adds another line where the value of the ClientName field is Bravo.
- Jerry clicks the Edit button and changes the logical expression from 1 AND 2 to 1 OR 2 and clicks Save.
- He can also select the Start and End Dates and verifies that all the submission status checkboxes are checked
- He clicks Submit.
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The results show a Simple PO Workflow for each company currently in a pending state. Checking the Audit Trail reveals that the task is on his Task List and is locked by him. |
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Workflows only appear in your search results if you performed one or more steps in the workflow. Workflows will NOT appear in your search results just because it was at one point in time on your task list but was performed by a user other than you. For example if a workflow is on your task list because you have the role (ex: Managers) to which a particular workflow step is assigned, but this step is performed by another user with that role, then this task will not appear in your search list.
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The tenant admin user is able to search for tasks that were performed by other users. The search history form for the tenant admin has several additional search criteria fields. Tenant admins will not see the "Find tasks for which I am..." radio control.
Select a Form/Workflow from the dropdown and the Filter Form/Workflow by Data table becomes visible and enabled. The Filter Form/Workflow by data topic explains how to set up filters using form/workflow fields.
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Tomcat 8.5 doesn't allow curly braces in URLs since they are not valid URL chars and deemed a security vulnerability. currently support parenthesis as well as curly braces. However, if you are embedding forms, workflows or the Task List in your website, change the markup to use parenthesis (). Support for curly braces {} will be dropped in a future release.