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You will notice a different look and feel when the Task List runs on an iPhone.
Task List on the iPhone
Task List
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- You clicked the save icon on a form or workflow which had the saved/load feature enabled.
- A workflow was directed to you to perform the next step in the workflow.
- A workflow was directed to a role (ex: Manager) to perform the next step in the workflow, and you have that role. See embedding your task list.
You will see your tasks when you login. If your user account has the special frevvo.designer role, you must click on the My Tasks tab to view your tasks. Customers using a space, may have to click on the Important Items tab to access the Task List. The icon expands and contracts the task list . It will show a menu with two selections, My Tasks and Shared Items when it is expanded. A contracted Task list will show the associated screens to the right while an expanded Task List displays the screens below it.
Your tasks will be grouped by workflow. For Example, all expense reports waiting for manager approval will be listed under the Expense Report workflow and vacation requests listed under Leave Approval. You can manually expand or contract the tasks for a specific workflow by clicking anywhere on the 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.
My Tasks Menu
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Quick View 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 workflow. Quick View is enabled by the designer. See below for the details.
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When a task step is assigned to a role rather than a specific user, that task will simultaneously appear on the task list of all people with that role. The first person that clicks the perform or lock icon will in effect claim that task. At this point all other users with this role can no longer perform this task. They will see the perform icon change as shown below to a indicate that it cannot be clicked. View the audit trail or hover over the icons to display a tool tip with the username of the person who currently has this task locked.
Quick Approval
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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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A task will also appear in your task list if you clicked the save icon/button on a form/workflow in order to complete it at a later time. When you click the perform icon for a saved task, the form/workflow will load back into your browser with all the form field values as you left them when you last clicked save.
If the task displays the disabled icon, this indicates that the task is currently being performed by another person or that another person has clicked the lock
icon to reserve the task. When this is the case, the only person that can complete this task is the person with the lock. View the audit trail or hover over a locked task to see who holds the lock. You can ask that person to unlock the task if you want to perform it. You can also ask your tenant administrator to unlock a task.
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 workflow is set to private instead of public in tenant or public. Notify the form/workflow designer that you are receiving this error.
The Unsaved Changes Warning Message displays if data is changed when performing a task and the changes are not saved i.e. clicking theInbox icon without saving the changes.
Audit Trail
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Here is the event history for a form that was saved twice and not yet submitted.
Each events contain the following information:
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Here is the event history for a form that was saved thrice and then submitted.
The icons displayed at the left of each event indicate:
- User can view every completed task in a workflow that the user performed. The legacy anonymous task is also supported. Refer to View My Task for the details
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.
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.
Supervisor Sam Spade, who is assigned the Processing Finance role, performs the final step in the workflow and submits it.
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.
Use the history message property to add custom messages to the audit trail for the steps of a workflow.
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Workflows that assign the step to an Email Address show the step performed by the customer (anonymous user) in a Pending state and displays the Email address it was sent to.
View My Task
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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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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.
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.
To return to the beginning of the screenflow from any of the viewed steps, click the Audit Trail icon then the
View icon.
Sue, an employee in the HR department, completes her 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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The View My Task feature eliminates the need to design workflows that send an Email with a PDF attachment after each step is executed to provide users with a way to keep track of submitted data. You can simply use the Task Search to find your workflow and then use the Audit trail to view the information you submitted.
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Some task do not display lock/unlock icons. A workflow step assigned specifically to you, rather than a role, must be performed by only you. In this sense such a workflow is currently locked for only you to perform.
The same is true for saved forms. Saved forms must be performed, completed and submitted by the person that started them. They cannot be unlocked back to a pool of users to complete.
Once a task is locked, all other users with this role can no longer perform this task. They will see the perform icon for this task on their task list change as shown below to a indicate that they cannot be clicked:
The image below shows the Task List of Manager Jack Smith after Manager Jerry Mouse has claimed the Expense Report submitted by employee Giorgio Armani. Clicking on the perform icon will not display the task. If you hover over these icons to a tool tip with the username of the person who currently has this task locked displays. If a task is currently locked, the last entry in the audit trail will show who locked it and when.
You can ask that person or your tenant administrator to unlock the task if you want to perform it.
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Designer users and workflow administrators will see the Modify this Task icon when the task appears on their task list. The tenant/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 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 SheilaMichelle's task list.
The message 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.
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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The tenant admin must perform a search to locate the task then click the abort this task icon.
In all three cases, clicking the icon displays the following message to confirm the abort:
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.
Reassigning a Task
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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. Workflow administrators can search for all saved forms associated with the mortgage application workflow. Here we see the loan application task she was working on.
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.
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.
The saved form will appear on the task list of all users that have that role(s).
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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A "Task Successfully Modified" Message displays.
An email is sent to the new email address with a link to the Approval step of the workflow. If the original recipient clicks the link in the email that they received, they will see a message informing them that the submission has already been processed.
The Audit Trail shows the original and reassigned email addresses.
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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.
You can only search for tasks of one form or workflow. You can search for tasks by:
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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.
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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".
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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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If no matching tasks are found as a result of your search, you will see this message:
By Tenant Admin Admin
The tenant admin user is able to search for tasks that were performed by other users. The search history form for the tenant admin has several additional search criteria fields.
Select a Form/Workflow from the dropdown and the Filter Form/Workflow by Data table becomes visible and enabled. The Filter Form/Workflow by data topic explains how to set up filters using form/workflow fields.
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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.
Here is how an embedded tasks list looks. Even when embedded, the task list is always protected by a login dialog. So if you have not already authenticated to you will be prompted to enter your username and password. The login then automatically redirects each person to their own personal task list.
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LDAP SSO customers must make one change to the script to successfully embed the Task List in your website. Replace the {tn.id} in the script with your tenant id. The example shows a modified script for a tenant named ldap: Original script: <script src="https://app.frevvo.com:443/frevvo/web/embed?resize=true&container=true&border=false&url=https://app.frevvo.com:443/frevvo/web/tn/{tn.id}/subject/{subject.id}/tasks%3fembed=true%26container=true%26resize=true" Script modified with tenant name: <script src="https://app.frevvo.com:443/frevvo/web/embed?resize=true&container=true&border=false&url=https://app.frevvo.com:443/frevvo/web/tn/ldap/subject/{subject.id}/tasks%3fembed=true%26container=true%26resize=true" |
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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, 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.