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Previously completed steps in a workflow can be viewed by all users but editing data is only allowed for the user that initiated the flow. For example, if the Summary step is part of a screenflow performed by the same user, editing is allowed when this user clicks on the Details button. Once the flow navigates to a different user, previous steps are rendered read-only and cannot be edited. Refer to Flow Processing Modes for more information.
The Print button is available on Summary steps by default. Refer to Printing Flows for the details.
The designer can specify a CSS class, a Button label and a Decorator for the Summary step on the Settings property tab.
The fields that display on the Summary Step are selected by the designer in the Summary wizard.
HTTP Wait - Notify
HTTP Wait-Notify is a step, configured with a post url, that can be added to a flow. The flow data is posted to this url when the task is executed. A call back url is included in the post. The flow and task are suspended until the receiver posts back.
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The Vendor Quote workflow, shown in the image, has 4 steps:
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The Task Notification Email wizard also works exactly like it does on other types of steps except that the default message content is slightly different. It references {task.notify.url} which is the back link URL that the non-authenticated person clicks in the email to perform their step in the workflow. The designer can customize this message however, if you don't include the {task.notify.url} in your email content, the email recipient will never be able to access the task.
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- Step 1 is the Vendor Quote request filled in by someone in the company with the employee role. The Employee role was selected from the role list for this step.
- Step 2 of the flow sends an email to the vendor. The Anonymous Task step was dragged from the palette and dropped into the flow. This step must have an email address. It can be filled in by the user or populated via a business rule. In this case, the value of the control named VendorEmail will be used to determine the email address to send to. VendorEmail is an example of a template. An email is sent to the email address in the VendorEmail control with the link back to the flow.
- Step 3 is what the vendor sees when the link inside the email is clicked. The step that goes to the anonymous user cannot have a role, dynamic role or user assigned to it. This step is really a section in the main form that is shown only when step 3 is being performed. The Vendor and Manager sections are shown/hidden using a business rule. The flow is suspended until the vendor completes his section. In a future version of , the amount of time the flow remains suspended can be configured.
- Step 4 is the Manager Approval step. After the vendor submits the quote information, the flow proceeds to the manager step and puts the Vendor Quote Task on the Task List of the employee's manager . The manager can approve/reject the quote. If approved, the flow is completed.
Here is what it looks like when the flow is performed:
When the Vendor clicks on the link, the relevant parts of the flow are shown. The notify URL automatically adds the timezone from the browser.
The manager approve/rejects the flow from his Task List. Any configured Form/Doc actions , such as a display message, will execute. If the manager approves the task, the workflow is complete. Note the Vendor Quote step in the flow is greyed out.
Some Tips about Anonymous Task steps
Anonymous Task steps are performed by an anonymous user - the user is not required to sign into .
- The behavior of workflows consisting of multiple consecutive anonymous steps has changed. Refer to this Multiple clicks on an Anonymous Email link for the details.
The Anonymous Task step will show up in the navigation bar for other users as usual; you can assign it a decorator but you cannot click on it.
The task will show up in the Audit Trail in the Waiting state when it is waiting for an anonymous recipient. You can search for it, do all the usual things.
Users can reject Anonymous Task steps in a flow by clicking the Reject button but a subsequent user cannot reset a flow back to these steps. See the topic below for more information.
If the Navigation Toolbar is used to go to previous step, the Anonymous Task step will be skipped. It would get recalled if you reset to a prior step and the flow continues through it's normal flow.
The Navigation Toolbar can be used to navigate to a previous step in a screenflow performed by anonymous users. See Anonymous Screenflows
Configure a History Message on the step before the Anonymous Task step if you want to see relevant information in the audit trail. The History Message can be templatized so you can see the email address of the recipient.
If you are setting up Escalations on an Anonymous Email step and you choose to send emails to your users to let them know that the deadline for the task is approaching, change the default template {task.perform.url} to the {task.notify.url} template in the body of the Reminder message on the escalation screen. See the Reminder Message Template for Anonymous Task step for the details.
- Confluence users must set the flow to public and allow anonymous access to your Confluence page. The only way for anonymous users to access the flow task from is to use the built-in {task.notify.url} function.
Anonymous Screenflows
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Anonymous Task Properties
When you drag/drop an Anonymous Task step into your flow and click on it, a Properties panel displays. The Name, Pending Message, Precondition and Decorator properties work exactly like they do on other types of steps. Task Info doed not apply to an Anonymous Task. If you want to set up a History Message you must do so on the step in your flow that the anonymous user is going to see. Note the envelope decorator to identify the Anonymous Task step in the flow.
Step Doc Actions work exactly like they do on other types of steps.
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- to send to. VendorEmail is an example of a template. An email is sent to the email address in the VendorEmail control with the link back to the flow.
- Step 3 is what the vendor sees when the link inside the email is clicked. The step that goes to the anonymous user cannot have a role, dynamic role or user assigned to it. This step is really a section in the main form that is shown only when step 3 is being performed. The Vendor and Manager sections are shown/hidden using a business rule. The flow is suspended until the vendor completes his section. In a future version of , the amount of time the flow remains suspended can be configured.
- Step 4 is the Manager Approval step. After the vendor submits the quote information, the flow proceeds to the manager step and puts the Vendor Quote Task on the Task List of the employee's manager . The manager can approve/reject the quote. If approved, the flow is completed.
Here is what it looks like when the flow is performed:
When the Vendor clicks on the link, the relevant parts of the flow are shown. The notify URL automatically adds the timezone from the browser.
The manager approve/rejects the flow from his Task List. Any configured Form/Doc actions , such as a display message, will execute. If the manager approves the task, the workflow is complete. Note the Vendor Quote step in the flow is greyed out.
Some Tips about Anonymous Task steps
Anonymous Task steps are performed by an anonymous user - the user is not required to sign into .
- The behavior of workflows consisting of multiple consecutive anonymous steps has changed. Refer to this Multiple clicks on an Anonymous Email link for the details.
The Anonymous Task step will show up in the navigation bar for other users as usual; you can assign it a decorator but you cannot click on it.
The task will show up in the Audit Trail in the Waiting state when it is waiting for an anonymous recipient. You can search for it, do all the usual things.
Users can reject Anonymous Task steps in a flow by clicking the Reject button but a subsequent user cannot reset a flow back to these steps. See the topic below for more information.
If the Navigation Toolbar is used to go to previous step, the Anonymous Task step will be skipped. It would get recalled if you reset to a prior step and the flow continues through it's normal flow.
The Navigation Toolbar can be used to navigate to a previous step in a screenflow performed by anonymous users. See Anonymous Screenflows
Configure a History Message on the step before the Anonymous Task step if you want to see relevant information in the audit trail. The History Message can be templatized so you can see the email address of the recipient.
If you are setting up Escalations on an Anonymous Email step and you choose to send emails to your users to let them know that the deadline for the task is approaching, change the default template {task.perform.url} to the {task.notify.url} template in the body of the Reminder message on the escalation screen. See the Reminder Message Template for Anonymous Task step for the details.
- Confluence users must set the flow to public and allow anonymous access to your Confluence page. The only way for anonymous users to access the flow task from is to use the built-in {task.notify.url} function.
Anonymous Screenflows
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Anonymous Task Properties
When you drag/drop an Anonymous Task step into your flow and click on it, a Properties panel displays. The Name, Pending Message, Precondition and Decorator properties work exactly like they do on other types of steps. Task Info doed not apply to an Anonymous Task. If you want to set up a History Message you must do so on the step in your flow that the anonymous user is going to see. Note the envelope decorator to identify the Anonymous Task step in the flow.
Step Doc Actions work exactly like they do on other types of steps.
When you click on the step in your flow that is seen by the anonymous user, a Properties pane displays. Several of these properties, do not apply to a task performed by a non-authenticated person and will have no effect. These properties are: Role List, Role, User, Task Info, CSS class, Preconditon, Save Load, Save to Role, and Save to User and . You can customize the button label, history message and select a decorator for this task that will display on the Navigation toolbar. 
The Task Notification Email wizard also works exactly like it does on other types of steps except that the default message content is slightly different. It references {task.notify.url} which is the back link URL that the non-authenticated person clicks in the email to perform their step in the workflow. The designer can customize this message however, if you don't include the {task.notify.url} in your email content, the email recipient will never be able to access the task.
View Tasks when a step is performed by an Anonymous User
Imagine a Software Order workflow where Step 1 is filled in by the company Sales Rep who then sends it to the customer for approval/signature via email. The Software Order is waiting for client review/signature and the Sales rep wants to view the details before the client signs and sends it back to Sales rep.
If your workflow was created in a version of previous to v8.0, then the step performed by the customer (anonymous user) was designed by dragging an EMail or Anonymous Task step from the Palette and dropping it on the Flow Designer canvas. Workflows designed in this manner will still work in v8.0 but the Audit Trail will show the task in a WAITING state when the Sales Rep clicks on the View icon.
In version 8.0, the same flow can be designed by simply assigning the step to an Email Address. When the Sales Rep clicks the View icon, shows the step performed by the customer (anonymous user) in a Pending state and displays the Email address it was sent to.
In all cases, the Sales Rep will see a read only view of the Software Order that they filled out and sent to the customer.
Resetting a Flow with an Anonymous Task step
Consider a flow with the following navigation: Step 1 is performed by an Employee > Step 2 is an Anonymous Task step > Step 3 is performed by an Anonymous user > Step 4 is performed by a manager.
- Employee starts flow, email gets sent, the anonymous step is performed and a task is generated for manager. If the manager is also a flow admin, they can reset the flow to a previous step
- A flow cannot be reset to the Anonymous Task step. In this example, only a reset to the employee step is allowed.
- The task is returned to the Employee Task List. When the employee performs the step again and clicks Continue. The Anonymous Task step is performed again and another email will go to the anonymous user.
The same behavior applies to a flow with an http step.
Searching Tasks with an Anonymous Task step
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