This documentation is for Live Forms 7.3 Not for you? Earlier documentation is available too.
Using the Task List
You will notice a different look and feel when the Task List runs on an iPhone.
Task List on the iPhone
Tasks appear on the task list for one of three reasons:
You clicked the save icon on a form or flow which had the saved/load feature enabled.
A workflow was directed to you to perform the next step in the flow.
A workflow was directed to a role (ex: Manager) to perform the next step in the flow, 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
Your tasks will be grouped by flow. For Example, all expense reports waiting for manager approval will be listed under the Expense Report Flow and vacation requests listed under Leave Approval. You can manually expand or contract the tasks for a specific flow by clicking anywhere on the flow title bar.
The
The Tasks page lists your saved forms and flows and all the flows pending to be performed by you or pending to be performed by someone with one of your assigned roles. You can:
Click the
icon to manually refresh the Task List. The expanded/contracted state of the refreshed task list will not change.
The Live Forms Task List will automatically refresh every 5 minutes displaying any updates. The refresh time interval can not be changed at this time. It may be a configurable option in a future release.
The Tasks page displays a list of all your pending tasks by form/flow name. For each task you can:
Click the
icon to display a Quick View of 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 flow. Quick View is enabled by the designer. See below for the details.
Click the
icon to perform the task. This icon is red when the task is locked by you so that only you can perform it. No other users with your role can perform this task unless you unlock it . The icon is blue
when the task is shared between multiple users, for example when the task is assigned to a role i.e. group of users.
Click the
icon to modify a task and send it back to a prior step, abort, reassign or reset a task. The Modify icon will only display if the user is a flow administrator, tenant admin or a designer user.
Click the
icon to see the event history for this specific task. For flows you will see all the users that have participated in the flow thus far. For saved forms & flows you will see each time you clicked save
Click the
Click the
Click the
to abort a task. The abort icon will only display if the user is a flow administrator, tenant admin or a designer user.
Not all tasks have all the action icons listed above. For example saved forms may not have the lock, unlock or modify icons. This is because saved forms usually can only be performed by the user that saved them. Thus in that sense they are already locked by you and cannot be unlocked back to any other user. Workflow tasks may or may not have the modify or abort icons. The icons only display f the user is a flow administrator, tenant admin or a designer user. The modify action does not make sense for saved forms.
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 View
The Quick View feature (also called Quick Approval/Rejection) is particularly suited to flows designed for mobile devices. The Quick View icon will only appear for tasks where it is enabled by the designer. See Setup Quick View for the details. Clicking the icon shows a Quick View of the task. Quick View provides an easy way to add a comment, approve something in your task list and pass the task to the next person, or reject the task and send it back to the previous step.
Quick View 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 flow 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 View Screen:
A summary text area that can be used to give a description of the task at the top. This is configurable by the designer and can be templatized via the "control" dropdown. See Setup Quick View for the details.
A text area in which the person who is viewing the task can enter a comment. Entering a comment on the Quick View screen is the same as typing the comment directly into the form.
Approve button. Clicking this flashes a "Please Wait" message and then displays "Task successfully approved". The workflow moves to the next step. The task will disappear from your task list.
Reject button. Clicking this rejects the task to the step selected from the Prior Activity dropdown. A reason for the rejection must be provided. The message "Task successfully rejected" will display.
Details button. Clicking this will display the form as usual. This action is identical to clicking on the perform this task icon. Clicking on the Details button will lock the task.
Quick View is not available if you are using the Task List within Confluence.
Perform a Task
Click the icon to perform a task in your task list. This icon is red when the task is locked by you and it is blue when the task is available to multiple users to perform.
A task will appear in your task list when you are the person assigned to perform the next step in a workflow. When you click the perform icon, the flow will load into your browser at its current step. This workflow step may have been assigned specifically to you to perform or it may have been assigned to a person having one of your roles (ex: Manager).
A task will also appear in your task list if you clicked the save icon/button on a form/flow in order to complete it at a later time. When you click the perform icon for a saved task, the form/flow 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 flow is set to private instead of public in tenant or public. Notify the form/flow designer that you are receiving this error.
Audit Trail
Click the icon to view a task's event history. A new event is added to a task's history each time:
The form/flow is saved
The form/flow is submitted
The form/flow is aborted
The flow is continued and becomes pending for the next person
The flow is modified and reset back to an earlier step and becomes pending again for the person that previously performed that step.
Here is the event history for a form that was saved twice and not yet submitted.
Each events contain the following information:
The state - Pending, Saved, Submitted, Aborted or Waiting.
The user name of the person who caused the event (ex: "By: James Blume" or "By:Anonymous " if the event was performed by an anonymous user).
A date/time stamp when the event occurred The time displays in the user's browser local timezone.
When the event in the history has a state of "Pending", the user name or role(s) for whom the task is awaiting the next action (ex: "For Roles Manager", "For User: jerry")