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- You clicked the save icon on a form or flow workflow which had the saved/load feature enabled.
- A workflow was directed to you to perform the next step in the flowworkflow.
- A workflow was directed to a role (ex: Manager) to perform the next step in the flowworkflow, and you have that role. See embedding your task list.
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Your tasks will be grouped by flowworkflow. For Example, all expense reports waiting for manager approval will be listed under the Expense Report Flow workflow and vacation requests listed under Leave Approval. You can manually expand or contract the tasks for a specific flow workflow by clicking anywhere on the flow workflow title bar.
The user that sent the the task to your Task List displays in the top left The date/time that the task was navigated to the user's task list is shown on the top right. Task List time is always displayed in the Task List and Audit Trail in the user's browser local timezone.on desktop and mobile devices. Task information, intended to provide additional information about the task for the user who is going to perform it, is configurable by the designer and appears in the bottom left.
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The Tasks page lists your saved forms and flows workflows and all the flows workflows pending to be performed by you or pending to be performed by someone with one of your assigned roles. You can:
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The Tasks page displays a list of all your pending tasks by form/flow workflow name. For each task you can:
- Click the
icon to display a Quick View of 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 flowworkflow. Quick View is enabled by the designer. See below for the details.
- Click the
- Click the
- Click the
- Click the
- Click the
- Click the
Not all tasks have all the action icons listed above. For example saved forms may not have the lock, unlock or modify icons. This is because saved forms usually can only be performed by the user that saved them. Thus in that sense they are already locked by you and cannot be unlocked back to any other user. Workflow tasks may or may not have the modify or abort icons. The icons only display f the user is a flow workflow administrator, tenant admin or a designer user. The modify action does not make sense for saved forms.
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The Quick Approval feature is particularly suited to flows workflows designed for mobile devices. The Quick Approval icon will only appear for tasks where it is enabled by the designer. See Setup Quick Approval for the details. Clicking the icon shows a Quick View of the task. Quick Approval provides an easy way to add a comment, approve something in your task list and pass the task to the next person, or reject the task and send it back to the previous step.
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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 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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A task will appear in your task list when you are the person assigned to perform the next step in a workflow. When you click the perform icon, the flow workflow will load into your browser at its current step. This workflow step may have been assigned specifically to you to perform or it may have been assigned to a person having one of your roles (ex: Manager).
A task will also appear in your task list if you clicked the save icon/button on a form/flow workflow in order to complete it at a later time. When you click the perform icon for a saved task, the form/flow workflow will load back into your browser with all the form field values as you left them when you last clicked save.
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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 workflow is set to private instead of public in tenant or public. Notify the form/flow workflow designer that you are receiving this error.
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Click the icon to view a task's event history. A new event is added to a task's history each time:
- The form/flow workflow is saved
- The form/flow workflow is submitted
- The form/flow workflow is aborted
- The flow workflow is continued and becomes pending for the next person
- The flow workflow is modified and reset back to an earlier step and becomes pending again for the person that previously performed that step.
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Here is the event history of a 2nd Mortgage Application workflow. The flow workflow was initiated by an anonymous user (Johnson) and then approved by manager Jack Smith. The tenant admin, John 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.
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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 flowworkflow. 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 workflow navigates to a different step even if they are performed by the same user. |
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You will not see this icon for rejected tasks, tasks that have been reset/reassigned/aborted by a tenant or flow workflow admin, or tasks that have been saved to your Task List.
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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
- Select the workflow from the dropdown and set any other search criteria. Click Submit.
- Search for your task in the returned List.
- Click the
- Click the
- Click the
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The Audit Trail will show the View icon on the step pending for HR. The employee clicks the
View icon and the flow workflow opens on the Employee Information step. The employee clicks the Next button to navigate through all four screenflow steps.
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Sue, an employee in the HR department, completes her flow workflow step. Sue searches and finds her completed task, clicks the Audit Trail then clicks on the View icon. Note, Sue only sees the View Icon on the the HR review step that she performed.
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Modify a Task
Tenant/flow workflow admins and designer users have special modify permissions. They can:
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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 workflow designer. Designer users, tenant admins or flow workflow 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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Resetting back to a prior step is useful when the person performing the current step needs to ask one of the people who completed an earlier step to review or fix a problem. For example, perhaps the manager Jerry sees that the property address is incorrect and needs to send the form back to the person who filled in the application.
Designer users and flow workflow administrators will see the Modify this Task icon when the task appears on their task list. The tenant/flow 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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Click on the
- Select the step in the flow workflow that you want to send the task back to from the Reset to Step dropdown. To send the workflow back to the Loan Application step performed by the user (Sheila Wallace), jerry selects this choice from the dropdown. The sections of the screen for aborting and reassignment collapse.
Fill in the Reason for the modification. Click submit. The task disappears from Jerry's task list and appears on Sheila's task list.
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User Sheila receives an email informing that she has a new task for the Loan Application flowworkflow. The email contains a link to her task list. She will have to log in to access it.
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In many real world workflows such as a loan or job application, the first one or more steps are often performed by people that do not have a user account in the tenant. You can send the workflow back to this person with a reset to an email address.. All signatures in flow workflow steps along the way will be removed - the user will have to sign again. You cannot reset a task to a Summary Step.
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On occasion, there may be a reason to abort a task. Only the tenant admin, flow workflow admin or designer user can abort a task. The modify and abort icons only appear on these users' task list.
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- Click the
Check the "Yes" checkbox after clicking the
Warning Aborting a task removes it from all task lists. Aborted tasks can never again be performed or submitted so use this action with care.
The tenant admin must perform a search to locate the task then click the abort this task icon.
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Reassigning a workflow task to another user/role can be done automatically via workflow escalation or performed manually by administrators. Tenant/flow 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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Admins should use caution when reassigning a workflow task to another user or role. It is possible to change the flow workflow in a way that may have been unintended by the person that designed/created the workflow, including giving users permissions to view and edit steps they were not intended to have permission on. This is why only the tenant/flow workflow admins have the permission to reassign to a specific user or role. |
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Imagine that Sally in the mortgage processing department was working on a mortgage application and had saved the loan form. Sally then left for a week vacation. The tenant admin can login and search for all forms saved by Sally. Flow Workflow administrators can search for all saved forms associated with the mortgage application flowworkflow. Here we see the loan application task she was working on.
The tenant/flow 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 flow workflow admin, Jerry has reassigned the task to the username jill.
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Assign to Role
The tenant/flow workflow admin can also move a saved form or any saved or pending flow workflow to one or more roles. In the example above imagine that the user jill is also unavailable. The tenant/flow workflow admin can again search for the loan application form saved by Sally and click modify but this time check the one or more roles radio button then select a role from the Assign to a different role dropdown. Click the plus icon to select multiple roles.
The saved form will appear on the task list of all users that have that role(s).
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Tasks assigned to an email address performed by anonymous users can be reassigned to a different email address by the Tenant/Flow workflow admin. Imagine a Purchase Order workflow that is filled in by a Sales person in your company and is then sent to the customer for approval/signature. The customer receives an email with the link to the task to be performed but does not act on it. The Sales person is informed that the original recipient is leaving the company and is provided with the email address of the new person with authority to approve/reject the Purchase Order.
Tenant/Flow workflow admins can reassign the workflow step to a different email address by:
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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 workflow designer and ask them to enable this feature.
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You can only search for tasks of one form or flowworkflow. You can search for tasks by:
- 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/flowworkflow, the selected Condition and the value entered in the Value column
- Customized filter condition logic
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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/flowworkflow
- SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow workflow 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 workflow for which this task was created has been submitted
- ABORTED: This will return all the tasks that were deleted/aborted so the form/flow workflow 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 workflow is suspended until the this step is completed.
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This message will not clear if you hit the Reset button. Cancel out of the Task Search to clear it.
Filter Form/
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Workflow by data
You must select a form/flow workflow for the Filter Form/Flow by Data table to appear. This table allows the selection of fields in your form/flow workflow as search criteria. The set of fields available in the Field column of the table displays the Searchable Fields configured for the selected form/flowworkflow. Meta data fields are not included. You can specify up to 100 rows of filter criteria.
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Workflows only appear in your search results if you performed one or more steps in the flowworkflow. 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 flow 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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Select a Form/Flow from the dropdown and the Filter Form/Flow by Data table becomes visible and enabled. The Filter Form/Flow by data topic explains how to set up filters using form/flow workflow fields.
The tenant admin search screen includes an additional For Admin User Only section. This section gives the tenant admin the ability to search tasks by user name, tasks by a particular user in a locked state and all locked tasks
One very common function is to search for tasks that are locked by a particular user so that the admin can modify them and reassign them to another user or role -- for example if a person goes on vacation and you need to move a saved or pending form or flow workflow to another user.
Leave the Locked by User field blank and check the Show only Locked Tasks to view all tasks locked by users.
By
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Workflow Admin
Users that are designated as Flow Workflow Admins for individual workflows see this screen when they click the Search icon. When searching for tasks, if a flow workflow is chosen, and the user is a flow workflow admin for it, then all tasks for that flow workflow display. If no flow workflow is selected, then all tasks, even those that the flow workflow admin has not participated in, plus tasks for which the user is a flow workflow admin will display.
Embedding Your Task List
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If embedding the task list successfully into an HTML page requires setting its width, see URL Parameters for more details.
Curly Braces in URLs for Embedded Forms,
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Workflows or Task List
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, flows 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.
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