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Why isn't the task appearing on a user's tasks list?

There are two common reasons for this. The first is that you may have both a form and a workflow with the same name. This can happen if you create a standalone form and then create a workflow that includes that form. If you accidentally tested the form instead of the workflow, no task will be created.

Another reason is that your frevvo and users database was incorrectly created. If you cannot get any workflow to appear on a task list, revisit the installation instructions and ensure that your frevvo and users database was created with UTF8 encoding.

How do I ...

Move a saved form from one user to another? 

Only tenant/workflow admins or a designer user can move a saved form from one user's task list to another user's task list. Only the tenant admin can search for tasks locked by specific users. Imagine Joe in the mortgage processing department is out sick and he has a loan application he began to process and clicked "Save" to finish later. Below are the instructions for the tenant admin to move Joe's saved mortgage application to another person's task list:

1. Log in to your tenant as the tenant admin

2. Click the Home link in the upper right corner of the page (to the left of the LOGOUT link)

3. Click the Tasks tab

4. Click the magnifying glass icon to Search the task list.

5. Select Joe's username from the Locked By User dropdown

6. Submit the search form

7. View the retrieved results and click the pencil icon to modify the desired task

8. Select a person you want to reassign this task to from the Assign to a different user dropdown

9. Enter a reason

10. Submit the form

The task will now be on the new person's task list.

Find & reassign a pending task

The tenant admin is the only user that has access to the task list of every other user in your tenant. If there is a task that you cannot find, perhaps it's on the task list of a user who is out of the office (sick day, vacation,...) the admin can find and reassign that task.

1. Log in to your tenant as the tenant admin

2. Click the Home link in the upper right corner of the page (to the left of the LOGOUT link)

3. Click the Tasks tab

4. Click the search icon

5. Select the form you're searching for from the Form/Workflow dropdown

6. Select Pending from the Submission Status dropdown

7. Click Submit

8. View the results and click the modify icon

9. Select a person you want to reassign this task to from the Assign to a different user dropdown OR select the Reset to Step

10. Enter a reason

11. Submit the form

The task will now be on the new person's task list or reset to a prior step depending on your selection.

The same steps can be performed by a non-admin user. However, the only forms that a non-admin user will find in the search results are those that this user actively participated in filling the form. A form that was on a user's task list because it was sent to a role this user happens to be a member of, but another user performed the task, will not appear in this user's search results.

Abort a saved or pending form or workflow?

Tenant and workflow admins or the designer user that created a workflow can abort workflow tasks. Aborting a workflow task removes that task from users' task lists. 

Tenant Admin

1. Log in to the tenant as the tenant admin

2. Click the HOME link in the upper right corner of the page. See the image below.

3. Click the Tasks tab

4. Click the search icon 

Open

To Abort a task pending for a specific user:

1. Select the username from the Locked By User dropdown

2. Submit the search form

To Abort all tasks pending for a specific workflow:

1. Select the workflow name from the Form/Workflow dropdown

2. Select "Pending" from the Submission Status dropdown

3. Submit the search form

Now to abort the form/workflow. See the results returned by the search form:

1. Click on the abort this task icon on the Task List or view the retrieved results and click the modify icon

2. Check yes "Abort this task?"

3. Enter a reason

4. Submit the form

The task will be removed from the user(s)' task list. Use caution as an abort form or workflow cannot be resumed. 

Workflow Admins and Designer Users

Workflow admins and designer users do not have the option to search for tasks locked by a user. 

To Abort all tasks pending for a specific workflow:

1. Select the workflow name from the Form/Workflow dropdown

2. Select "Pending" from the Submission Status dropdown

3. Submit the search form

Now to abort the form/workflow. See the results returned by the search form:

1. Click on the abort this task icon on the Task List or view the retrieved results and click the modify icon

2. Check yes "Abort this task?"

3. Enter a reason

4. Submit the form

Remove defunct tasks from search results

Why do tasks still appear in the history search results  even after they have been completed or aborted?

By default the search return all the tasks you have participated in that are in the states: Saved, Pending, Submitted, Aborted and Waiting. If you want to view only tasks still in process (Saved or Pending), refine the search via the "Submission Status" dropdown. The same is true for tenant admins though they can search for tasks for any tenant user.

The only user that has the permission to actually delete completed tasks -- those in the Submitted state -- is the form/workflow's designer. See viewing and managing submissions.

Why did a task disappear from my Task List?

Tasks may disappear from your task list for a variety of reasons. 

1. Manually reassigned/aborted by the tenant/workflow administrator

2. The task was assigned to a role and another user with that role clicked on the task to perform it.

3. frevvo can monitor workflow tasks that must be started or completed within a certain time limit. When the specified time limit is reached, the task may be reassigned to another user. See Escalations.