Task List 

Purpose

The Task List wizard allows for the creation of tasks. You can assign tasks to specific users. Your workflow may consist of multiple approval task requests and / or multiple action items.

Task Type

Select Task List from the provided pre-configured Task Type (dropdown menu selection). From here you can add a series of  tasks to a list for tracking.

Process Flow

Adding a Task

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You can add a task directly in the table or click Add Task to add multiple steps to the task.

       1.      Inserting a task directly in the table:

                            a.      Insert task directly in the table and press enter to add another step.

                                                  i.       You can choose the task type as Action Item or Approval.

                                                ii.       To change the assignees, choose the People Picker option.

                                               iii.       To edit the task or to add description o the task steps, choose Edit.

                            b.      To move a step up or down, choose Move Up / Move Down.

                            c.      To delete a step, select the task step and choose Delete.

                            d.      Select Issue Tasks Sequentially, if you want each task in the sequence to be completed before the next task is issued.

Each task in the sequence must be completed before the next one is issued.

If this option is unchecked, parallel tasks are created for each step without any sequential dependencies.

If the multiple step process consists of Step 1, Step 2 and Step 3, the user will see Step 1 only in his/her task list. The other tasks will appear only on sequential completion of the previous tasks.

It is not possible to add, delete or rearrange steps for task list if the task steps were not created sequentially

       2.      Adding a task from the Add Task option:

                            a.      Click Add Task to create a new step in the process flow.

                            b.      Fill in the required information. See Adding New Step to the Task table below.

                            c.      Choose Save to complete and send the task.

Adding New Step to the Task

Parameter		Description
Task Title		Title of the task. Required entry.
Task Type		Choose from: ·        Action Item ·        Approval
Assigned to		Enter or select the assignees.
Allow Assignees to Decline Task		Users can decline the task.
Description		Details for the task or note to assignee (optional).
Completion Condition	All Assignees Respond	Task is considered complete only if all assignees respond.
	At least	The least number of responses from the assignees to complete the task process.

 

Result

The approvers / recipients see the workflow item in their task list.

Depending on the notifications selected in the creation wizard, the workflow’s users tracking the task will receive status notifications as the workflow assignees perform work or respond to approve / reject tasks. The workflow creator can also view the status of an active workflow by going to the Tasks screen in the Universal Worklist and viewing details of the appropriate process. All steps that have been executed in the process so far are displayed.

After completion of a process, all steps along with the comments entered by the process participants are displayed in the Completed Requests screen in the Universal Worklist of the initiator of the workflow.

See also:

For the Universal Worklist user interface descriptions see The Universal Worklist.