Substituting BPM Tasks in the Universal Worklist

Concept

In the universal worklist (UWL) you can assign another user to manage your tasks if you are absent or unavailable. In the following, several substitution scenarios are described from a substitute's perspective and a substituted user's perspective.

From a Substitute's Perspective

Scenario 1: As a substitute I want to see tasks of the users I am substituting for in my inbox.

Given Fact	Action	Result
User B is substituting user A User A is potential owner of a task with status Ready , that means, it is shown as New in the UWL task list User B is not a potential owner of this task	Users A and B manually refresh their task list in the UWL Users A and B are logged in when an automatic refresh of their UWL task list is executed.	In the UWL, user B sees the task of user A in the Items on Behalf of User A view In the UWL, user A sees the task in the My Items view.
User B is substituting user A User A is actual owner of a task with status Reserved , that means, it is shown as New in the UWL task list. User B is not a potential owner of this task	Users A and B manually refresh their task list in the UWL Users A and B are logged in when an automatic refresh of their UWL task list is executed.	In the UWL, user B sees the task of user A in the Items on Behalf of User A view In the UWL, user A sees the task in the My Items view.
User B is substituting user A User A is actual owner of a task with status In Progress User B is not a potential owner of this task	Users A and B manually refresh their task list in the UWL Users A and B are logged in when an automatic refresh of their UWL task list is executed.	In the UWL, user B does not see the task of user A in the Items on Behalf of User A view In the UWL, user A sees the task in the My Items view.
User B is substituting user A, and user C is substituting user B User A is potential owner of a task with status Ready , that means, it is shown as New in the UWL task list Neither user B nor user C are a potential owner of this task	Users A, B, and C manually refresh their task list in the UWL Users A, B, and C are logged in when an automatic refresh of their UWL task list is executed.	In the UWL, user C does not see the task in the Items on Behalf of User B view In the UWL, user B sees the task of user A in the Items on Behalf of User A view In the UWL, user A sees the task in the My Items view.
User B is substituting user A, and user C is substituting user B User A is actual owner of a task with status Reserved , that means, it is shown as New in the UWL task list Neither user B nor user C are a potential owner of this task	Users A, B, and C manually refresh their task list in the UWL Users A, B, and C are logged in when an automatic refresh of their UWL task list is executed.	In the UWL, user C does not see the task in the Items on Behalf of User B view In the UWL, user B sees the task of user A in the Items on Behalf of User A view In the UWL, user A sees the task in the My Items view.
User B is substituting user A, and user C is substituting user B User A is actual owner of a task with status In Progress Neither user B nor user C are a potential owner of this task	Users A, B, and C manually refresh their task list in the UWL Users A, B, and C are logged in when an automatic refresh of their UWL task list is executed.	In the UWL, user C does not see the task in the Items on Behalf of User B view In the UWL, user B does not see the task of user A in the Items on Behalf of User A view In the UWL, user A sees the task in the My Items view.

Scenario 2: As a substitute I want to claim tasks on behalf of the users I am substituting, so that I become the actual owner of the tasks and work on them

Given Fact	Action	Result
User B is substituting user A User A is potential owner of a task with status Ready , that means, it is shown as New in the UWL task list	User B opens the task in the UWL, that means user B claims the task	User B becomes the actual owner of the task The status of the task is accordingly changed: claim: status is changed to Reserved start/execute: status is changed to In Progress User A does not become a substituted user
User B is substituting user A User A is the actual owner of a task with status Reserved , that means, it is shown as New in the UWL task list	User B opens the task in the UWL, that means user B claims the task	User B becomes the actual owner of the task The status of the task is accordingly changed: claim: status is changed to Reserved start/execute: status is changed to In Progress User A becomes a substituted user
User B is substituting user A User A is the actual owner of a task with status In Progress	User B opens the task in the UWL, that means user B claims the task	User B does not see the task of user A in the UWL. If the task is displayed in the UWL of user B due to an outdated UWL, User B receives an error message when trying to open the task execution user interface.
User B is substituting user A, and user C is substituting user B User A is potential owner of a task with status Ready, that means, it is shown as New in the UWL task list	User B opens the task in the UWL, that means user B claims the task.	User B becomes the actual owner of the task and the status of the task is changed to Reserved. User A does not become a substituted user In the UWL, user C sees the task in the Items on Behalf of User B view
User B is substituting user A, and user C is substituting user B User A is the actual owner of a task with status Reserved, that means, it is shown as New in the UWL task list	User B opens the task in the UWL, that means user B claims the task.	User B becomes the actual owner of the task and the status of the task is changed to Reserved. User A becomes a substituted user In the UWL, user C sees the task in the Items on Behalf of User B view

Scenario 3: As a substituting user I want to release/put back/revoke a task, which I have previously claimed as substitute

Given Fact	Action	Result
User B is substituting user A User B is the actual owner of a task with status In Progress , which user B has previously claimed as substitute of user A	User B releases/puts back/revokes the task	User B is no longer the actual owner of the task User B does not become a potential owner of the task User A is no longer a substituted user User A is a potential owner of the task The task can be again seen by all potential owners and their substitutes
User B is substituting user A User B is the actual owner of a task with status Reserved , which user B has previously claimed as substitute of user A	User B releases/puts back/revokes the task	User B is no longer the actual owner of the task User B does not become a potential owner of the task User A is no longer a substituted user User A is a potential owner of the task The task can be again seen by all potential owners and their substitutes

Scenario 4: As a substituting user I want to delegate a task, which I have previously claimed as substitute

Given Fact	Action	Result
User B is substituting user A User B is the actual owner of a task with status In Progress , which user B has previously claimed as substitute of user A User A is the substituted user, as user A was the actual owner of the task when user B claimed the task	User B is delegating the task to user C	User C is the actual owner of the task and can see the task in the UWL User B is the delegating user and sees the task in the UWL, in the Tasks Forwarded To Someone view User A is not a substituted user anymore and does not see the task in the UWL

From a Substituted User's Perspective

Scenario 5: As a substituted user I want to see and reclaim a task from my substitute, who has previously claimed the task, so that I can work on the task again

Given Fact	Action	Result
User B is substituting user A User B is the actual owner of a task with status In Progress , which user B has previously claimed as substitute of user A User A is not the substituted user, as user A was only a potential owner of the task when user B claimed the task	User A manually refreshes the UWL task list User A is logged in when an automatic refresh is executed	User A does not see the task in the My Items view in the UWL User A is not able to open the Task Execution UI to reclaim the task
User B is substituting user A User B is the actual owner of a task with status In Progress , which user B has previously claimed as substitute of user A User A is the substituted user, as user A was the actual owner of the task when user B claimed the task	User A manually refreshes the UWL task list User A is logged in when an automatic refresh is executed	User A sees the task in the My Items view in the UWL User A is able to open the Task Execution UI to reclaim the task By reclaiming the task, user A becomes the actual owner. User A's substituted user role is removed as well as user B's actual owner role. But user B can still see the task in the Items on Behalf of User A view in the UWL
User B is substituting user A and user C is substituting user B User C is the actual owner of a task with status In Progress , which user C has previously claimed as substitute of user B User B had claimed the task as substitute of user A User A is the substituted user, as user A was the actual owner of the task when user B claimed the task	User A and B manually refresh the UWL task list User A and B are logged in when an automatic refresh is executed	User A and B see the task in the My Items view in the UWL User A and B are able to open the Task Execution UI to reclaim the task By reclaiming the task, user B becomes the actual owner. The substituted user role is removed from user B as well as the actual owner role from user C. User C can still see the task in the Items on Behalf of User B view in the UWL. By reclaiming the task, user A becomes the actual owner. The substituted user role is removed from user A as well as the actual owner role from user B. User B can still see the task in the Items on Behalf of User A view in the UWL. User C cannot see the task any longer.