- 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
- 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. Quick View 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
- 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. Perform the task. This icon is red when the
- flow administrator, tenant admin or a designer user. Abort the task. The abort icon will only display if the user is a
- so you can perform it later. Lock the task
- and return it to the task pool. Unlock the task
- flow administrator, tenant admin or a designer user. Modify allows you to send the task back to a prior step, abort, reassign or reset the task. The Modify icon will only display if the user is a
- Audit Trail displays 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.
If the task displays the disabled 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.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
- - The task can be continued (displayed for pending events, and pending flows)
- - Displayed for saved forms
- - This task was modified and reset to this step
- - This task was finished
- - The task is locked by a user
- - The task is aborted
- - The task has been reassigned to another user or role by an administrator
- User can view every completed task in a flow that the user performed. The legacy anonymous task is also supported. Refer to View My Task for the details -
Here is the event history for a Mortgage Application workflow that was initiated by an anonymous user ("By:Anonymous "). Next the task was performed by the manager Jack Smith. Next supervisor Sam Spade rejected the task back to the step previously performed by the manager. This workflow now resides on the manager's Task List.
Here is the event history of a 2nd Mortgage Application workflow. The flow was initiated by an anonymous user (Johnson) and then approved by manager Jack Smith. The tenant admin, John Castle, then aborted the task. Abort removes the task from everyone's task list. This task can still be found by any user that performed one or more steps or by the tenant admin via Search History.
Use the history message property to add custom messages to the audit trail for the steps of a workflow.
- Login to your
- Click on My Tasks or Task List under Important Items if you are using a
- Click the Search icon
- Select the workflow from the dropdown and set any other search criteria. Click Submit.
- Search for your task in the returned List.
- Click the Audit icon to display the Audit Trail
- Click the View icon to display the flow step.
- Click the Audit icon again to return to the Task List.
The View My Task feature eliminates the need to design workflows that send an Email with a PDF attachment after each step is executed to provide users with a way to keep track of submitted data. You can simply use the Task Search to find your workflow and then use the Audit trail to view the information you submitted.
The image below shows the Task List of Manager Jack Smith after Manager Jerry Mouse has claimed the Expense Report submitted by employee Giorgio Armani. Clicking on the perform icon will not display the task. If you hover over these icons to a tool tip with the username of the person who currently has this task locked displays. If a task is currently locked, the last entry in the audit trail will show who locked it and when.
Designer users and flow administrators will see the search to locate the task then click the Modify this Task icon. Clicking the Modify this Task icon on a Saved task presents this screen without the Reset to Step section.Modify this Task icon when the task appears on their task list. The tenant/flow admin/designer user performs a
The tenant admin must perform a search to locate the task then click the abort this task icon.
A task can also be aborted by checking the Abort this task checkbox after clicking the modify this task icon for that task. Checking "Yes" for the Abort this task question collapses the Reset to Step section. A required reason for aborting the task must be entered before clicking Submit. The reason will be visible in the audit trail.
Reassigning a Task
Reassigning a workflow task to another user/role can be done automatically via workflow escalation or performed manually by administrators. Tenant/flow admin users can modify both workflows and saved forms. This gives the admin the ability to move a saved form or a pending workflow step from one user's task list to another.
Select a Form/Flow from the dropdown and the Filter Form/Flow by Data table becomes visible and enabled. The Filter Form/Flow by data topic explains how to set up filters using form/flow fields.