Picking Up and Processing the Tasks

In SAP Business One, the participants in the workflow tasks are the users of the company. Different participants are involved in the workflow tasks in each instance. To ensure that workflow instances can be performed and completed, participants must pick up their tasks and process them in the order the workflow template defines.

Note Note

If a task has more than one participant, the Workflow Engine assigns the task to the first participant that picks it up. The rest of the participants then cannot pick up the task.
If several participants pick up a task at the same time, the Workflow Engine assigns the task to one participant automatically.

The assigned participant then becomes the owner of the task. Only the owner can process or forward the task.

End of the note.

Prerequisites

You have the authorization to the Workflow Worklist window.

Procedure

From the SAP Business One Main Menu, choose Administration Workflow Workflow Worklist . The Workflow Worklist window appears.
Alternatively, in the SAP Business One toolbar, click (Worklist Messages Overview).
From the Status dropdown list, select To be Picked. All to be picked tasks are displayed in the table.
To pick up a task, do one of the following:
- Pick up a task in the Task Details window:
  1. For the task you want to pick up, choose the link arrow to the left of the Task ID. The Task Details window appears.
    Alternatively, select the row of the task you want to pick up, and choose the Details pushbutton.
  2. In the Task Details window, choose the Pick Up pushbutton.
  3. Choose the OK pushbutton.
- Pick up a task in the Workflow Worklist window:
  1. For the task you want to pick up, select the Pick Up checkbox.
  2. Choose the Pick Up pushbutton.
The task is then in process.
From the Status dropdown list in the Workflow Worklist window, select In Process. The table lists all the tasks that are in process.
To process the task, click the link arrow to the left of the Task ID field of the task you want to process. The Task Details window appears.
Alternatively, select the row of the task you want to process, and choose the Details pushbutton. The Task Details window appears.
Choose the Process pushbutton.
There are two types of tasks, and you can process them as follows:
- If it is a user task:
  1. SAP Business One opens the window related to the task that is assigned to you.
  2. To complete the task, specify the information and choose the Add pushbutton.
  3. Choose the OK pushbutton in the Task Details window.
- If it is a manual task:
  1. SAP Business One displays a system message to confirm whether you have completed the task.
  2. Choose Yes if you have completed the task.
  3. Choose the OK pushbutton in the Task Details window.
Note
For more information, see Workflow Icons in Workflow Instance Window.

End of the note.

Example

Your company has an instance of a purchasing workflow, and the workflow template is as follows:

This graphic is explained in the accompanying text.

Participant A has completed task Purchasing Request. The following shows you how to pick up and process task Purchasing Order:

From the SAP Business One Main Menu, choose Administration Workflow Workflow Worklist . The Workflow Worklist window appears.
From the Status dropdown list, select To be Picked. The Purchasing Order task is displayed in the table.
Pick up the Purchasing Order task in the Task Details window or in the Workflow Worklist window.
From the Status dropdown list in the Workflow Worklist window, select In Process. The Purchasing Order task is displayed in the table.
Open the Task Details window for the Purchasing Order task.
Choose the Process pushbutton; SAP Business One opens the Purchasing Order window.
In the Purchasing Order window, specify the information and choose the Add pushbutton.
Choose the OK pushbutton in the Task Details window.

More Information

Workflow Worklist Window

Task Details Window