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Section

Column 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   Column width 240px On This Page:   Table of Contents maxLevel 2

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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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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 for the same workflow as above. After the reject, the task was performed again by manager Jack Smith and is now on the task list of all users having the role ProcessingFinance.

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Supervisor Sam Spade, who is assigned the Processing Finance role, performs the final step in the workflow and submits it.
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Here is the event history of a 2nd Mortgage Application workflow. The workflow was initiated by an anonymous user (JohnsonJohn Johnston) and then approved by manager Jack Smith. The tenant admin, John 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.

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Use the history message property to add custom messages to the audit trail for the steps of a workflow.

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1. Login to your tenant
2. Click on My Tasks or Task List under Important Items if you are using a space
3. Click the Search icon
4. Select the workflow from the dropdown and set any other search criteria. Click Submit. 
5. Search for your task in the returned List.
6. Click the  Audit icon to display the Audit Trail
7. Click the View icon to  display the workflow step.
8. Click the Audit icon again to return to the Task List.

View a Screenflow Task

Screenflows are sequential workflow steps performed by the same user. These sequential steps are considered one task. Screenflow tasks always display the  View icon on the last screenflow step only, however, the task opens on the first screenflow step.

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The new employee completes the first four steps and sends the workflow to HR for processing.

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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 workflow opens on the Employee Information step. The employee clicks the Next button to navigate through all four screenflow steps.

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1. Click on theModify this Task icon.

2. Select the step in the 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.

3. Fill in the Reason for the modification. Click submit. The task disappears from Jerry's task list and appears on SheilaMichelle's task list.

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The  message will display.

User Sheila Michelle receives an email informing that she has a new task for the Loan Application workflow. The email contains a link to her task list. She will have to log in to access it.Image Removed

When a workflow is reset to a prior step that task will appear on the task list of the person that performed that step. Even if this step was configured to be performed by anyone with a given role (ex: Manager) a reset workflow task will appear only on the task list of the manager that previously performed that step.

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Designer users and workflow administrators will see theabort this task icon when the task appears on their task list. Here is a snapshot of manager jerry's task list. He is a workflow administrator for the Loan Application workflow.

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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.
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Reassigning a Task

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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.

Now when Sally next logs into her account she'll no longer see this saved form on her task list. When the user jill logs into she will see Sally's saved form on her task list and can perform, complete and submit the form.
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Assign to Role

The tenant/workflow admin can also move a saved form or any saved or pending workflow to one or more roles. In the example above imagine that the user jill is also unavailable. The tenant/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.
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The saved form will appear on the task list of all users that have that role(s).

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Notice that the task history now shows that the form is pending for any user that has the role Processing. Also notice that unlike typical saved forms this task now displays the lock icon which enables one user to lock the task so they can complete this form later.

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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 workflow designer and ask them to enable this feature.

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You can only search for tasks of one form or workflow. You can search for tasks by:

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