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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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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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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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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/flow. |
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The Filter Form/Flow 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 | | | is not equal to | | | is after | | | is before | | | is on or before | | | is on or after | | | is within last | | | contains a value | | | does not contain a value | | Number, Money, Quantity | is equal to | | | is not equal to | | | is greater than | | | is less than | | | is greater than or equal to | | | is less than or equal to | | | contains a value | | | does not contain a value | | Text, TextArea, Email, DropDown, Radio, Checkbox | contains | | | does not contain | | | begins with | | | ends with | | | is equal to | | | is not equal to | | | contains a value | | | 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 | | | Time | Any except 'is within last' | Time Entry | | | DateTime | Any except 'is within last' | Date and Time Picker | | | 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 | | number field | | | Text, TextArea, Email, DropDown, Radio, Checkbox | | Text field | | | Boolean Checkbox | | drop down containing true and false options | |
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.
Image Modified 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/Flow 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 Purchase Orders Simple PO Workflows for companies named SWBC or DFBC performed between 11/1/2016 and 11/28/2016Alpha or Bravo.
- There is a field in the Simple PO Workflow named Client Company ClientName that has been set up as a Searchable field.
- The Purchase Order workflow Simple PO Workflow is selected from the Form/Flow dropdown.
- The field named ClientCompany ClientName is selected from the Field dropdown.
- The condition for the Client Company ClientName field is contains.
- A value of SWBC Alpha is entered in the Value column on the first line.
- Jerry clicks the icon and adds another line where the value of the Client Company ClientName field is DFBCBravo.
- Jerry clicks the Edit button and changes the logical expression from 1 AND 2 to 1 OR 2 and clicks Save.
- He selects 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 SWBC 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. Checking the Audit Trail for the PO for DFBC shows that it was submitted by Jerry on 11/21/2016. |
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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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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/workflow fields.
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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
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Users that are designated as Workflow Admins for individual workflows see this screen when they click the Search icon. When searching for tasks, if a workflow is chosen, and the user is a workflow admin for it, then all tasks for that workflow display. If no workflow is selected, then all tasks, even those that the workflow admin has not participated in, plus tasks for which the user is a workflow admin will display.
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Embedding Your Task List
The task list can be made conveniently available in your own web site. By embedding the task list you can access your tasks without having to login to the frevvo web UI directly. This gives the feel that the task list is part of your company portal. To do this click on the Embed icon and copy the task list embed script into your web page.
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