Tasks 

Purpose

To see the list of tasks assigned to you that require attention and review, click on Tasks.

The Universal Worklist (UWL) Tasks screen holds a table that identifies your tasks, their priorities, who assigned the task, and when the task was sent to you. A selection button, icons, and a hyperlink to task details are provided to assist you to understand each task, and work on it.

Subtask categories are displayed as dropdown option in the iView. Each category that is not empty shows one or two numbers following the category. 

Approvals  (34 / 29)  Vacation Approvals  (13 / 10)  RFQ: Approvals  (12 / 11)

To review the items in a particular category, click on the category. For example, to see all the items in the Approvals list, click Approvals. Your table of work items is displayed. Items newly fetched after the last login or refreshed using Refresh (in either preview or detailed format) are shown in bold type. Items in red are late. Items in yellow are in a warning state. As mentioned before, these features are configurable for the user with the Personalize View.

Processing Tasks

The Task list is displayed in tabular form. Tasks in the list are assembled from various sources, including the SAP R/3 Business Workflow (Webflow), Alerts and the Java Ad Hoc Workflow. 

To perform the task-related work, select the task subject. A separate page is displayed. Depending on the type of the task item, the separate page is one of the following:

·        SAP R/3 Transaction

·        Application-specific iView or portal page

·        Decision between options on the task detail page (for example, approvals)

·        ITS template page

·        Other Web page URL

Use the links and interactive icons available on the UWL iView to assist you to control the display and process work items.

Process Flow

The approval workflow is defined at folder level. The workflow can have several steps, and each step can be approved by different users (the approvers). If a document is submitted for approval, or if one step has been approved, the users assigned to the next step receive a notification in the Items to Review section.

·        The user that triggered this notification is displayed in the From column and in the submitted property in the details area. This can either be the user that submitted the document for approval or the user that approved the last step.

·        The user that submitted the document for approval is always displayed in the details area as the author.

·        Available actions are approve or reject. In both cases, feedback can be given to the author. In addition an approver can choose to give feedback without taking any further action. The author can still approve or reject the step later.

·        The current step is displayed with its name and the number within the entire list of steps..

·        Click on the step to open the workflow list and display which approvals have already taken place.

·        If more than one user is assigned as an approver for the current step, all users get a notification. After one of them has either approved or rejected the step, the notifications for all these approvers are deleted.

If an approval workflow has more than one step, the approvers of the next step will get a notification.

Multiple Approval and Rejection

·        If you are familiar with the different tasks and do not want to open each task separately to approve or reject, you can select the checkboxes for multiple approval and rejection. 

·        Click Submit Decisions to complete the process.