Approving a Task

Rejecting a Task

A non-admin user can send a task back to a previous step by clicking the Reject button. The Reject button is configurable by the designer so all steps in the flow may not have one. 

Let's consider an Expense Report workflow where the first step is performed by the employee, then it is routed to the employee's manager for approval/rejection. If approved, the workflow is then routed to the Payroll department for final processing. A Reject button has been configured for the Manager and Payroll steps and email notification is turned on for all participating users.

Employee William accesses his company's HR portal and logs in to . He fills out and submits his Expense Report  then he logs out of .

William's manager, Jerry receives a task notification email informing him there is a task on his task list that requires his attention.

Jerry clicks the link in the email, logs into  from a mobile device and clicks the the  Quick View icon.

Jerry adds a comment, then aproves the task by clicking on the Approve button. The "Task successfully approved" message displays and Jerry logs out of .

All users who work in the Payroll department receive a notification email and the workflow is routed to their task lists.

Sue, who is a Payroll department employee, clicks the link in the email, logs into , performs the task and notices that William neglected to attach images of his receipts.

Sue clicks the Reject button. She rejects the task back to the step in the flow performed by William by selecting that step from the Prior Activity dropdown. Then she provides the reason for the rejection.

She clicks Submit on the Rejection screen and sees the "Task successfully rejected" message.

The task is removed from Sue's task list and she logs out. William receives an email asking him to attach the receipts. 

William clicks on the link in the email, logs into  and accesses the task from his Task List.

He uploads the receipts then resubmits the Expense Report. The workflow is routed to Jerry, who can reject the task and send it back to William or approve it. If approved, the workflow will once again be routed to the Payroll department employees. Now that the receipts are attached, the first employee in Payroll to perform the task can complete the final processing of William's Expense Report.  

Flows with an Email or HTTP  steps cannot be reset to those activities. You can reset a task to an activity with a precondition provided that activity was executed and the precondition still holds. You cannot reset a task to a Summary Step. 

Notification Email

There are many places that generate emails: task notification, activity document action, anonymous client activities, form action, escalation reminders.