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- You clicked the save icon on a form or flow which had the saved/load feature enabled.
- A workflow was directed to you to perform the next step in the flow.
- A workflow was directed to a role (ex: Manager) to perform the next step in the flow, and you have that role. See embedding your task list.
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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 flow 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 you see the error in the image below when clicking on the Perform this Task icon on the Task list, it is most likely because the visibility of the flow is set to private instead of public in tenant or public. Notify the form/flow designer that you are receiving this error.
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- The state - Pending, Saved, Submitted, Aborted or Waiting.
The user name of the person who caused the event (ex: "By: James Blume," "By:{email}" if the task was assigned to an email address, or "By:Anonymous" if the task was performed by an anonymous user).
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- A date/time stamp when the event occurred The time displays in the user's browser local timezone.
- When the event in the history has a state of "Pending", the user name or role(s) for whom the task is awaiting the next action (ex: "For Roles Manager", "For User: jerry")
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The audit trail will log an entry each time the workflow navigates to a different user and each time the current user saves the flow. The audit trail will log a single entry when the same user performs multiple steps. You can configure the Save on Navigate feature if you want to see an entry in the Audit Trail each time the flow navigates to a different step even if they are performed by the same user. |
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Non-admin users have the ability to send the workflow back to a different step by clicking the Reject button. This property is configurable by the form/flow designer. Designer users, tenant admins or flow admins click the Modify this Task icon to abort/reassign/reset tasks. This icon only appears on those user's task list.
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The tenant/flow 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 flow admin, Jerry has reassigned the task to the username jill.
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The Task Search history only displays forms and workflows which have the "show in history" property enabled. This property is configured by the form or workflow designer. If you don't see a form appearing in your history, contact your tenant administrator or the flow designer and ask them to enable this feature.
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- SAVED/PENDING: This will give you all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/flow
- SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow to save their partially filled forms
- PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
- SUBMITTED: This will return all tasks which are completed, i.e. the form/flow for which this task was created has been submitted
- ABORTED: This will return all the tasks that were deleted/aborted so the form/flow never got submitted
- WAITING: The WAITING status can be used to find workflow tasks that have an Email or HTTP activity. A submission will show a state of WAITING when a workflow is routed to an anonymous user and the flow is suspended until the this step is completed.
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