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Task List

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The

Frevvoproduct
 Task List is an electronic listing of workflow tasks that require a user's attention. It is similar to an email

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Selected tasks will display with a blue background. An icon is provided to manually refresh the list.

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Desktop/Tablet View of the Task List  

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On This Page:

 

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You will notice a different look and feel when the Task List runs on an iPhone.

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Task List on the iPhone

Task List

Tasks appear on the task list for one of three reasons:

  • You clicked the save icon on a form or workflow which had the saved/load feature enabled.
  • workflow was directed to you to perform the next step in the workflow. 
  • A workflow was directed to a role (ex: Manager) to perform the next step in the workflow, 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

Frevvoproduct
 space, may have to click on the Important Items tab to access the Task List. The Image Removedicon expands and contracts the task list . It will show a menu with two selections, My Tasks and Shared Items when it is expanded. A contracted Task list will show the associated screens to the right while an expanded Task List displays the screens below it.

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Your tasks will be grouped by workflow. For Example, all expense reports waiting for manager approval will be listed under the Expense Report workflow and vacation requests listed under Leave Approval. You can manually expand or contract the tasks for a specific workflow by clicking anywhere on the workflow title bar.

The

Frevvoproduct
 user that sent the the task to your Task List displays in the top left The date/time that the task was navigated to the user's task list is shown on the top right. Task List time is always displayed in the Task List and Audit Trail in the user's browser local timezone.on desktop and mobile devices. Task information, intended to provide additional information about the task for the user who is going to perform it, is configurable by the designer and appears in the bottom left.

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My Tasks Menu

The My Tasks page lists your saved forms and workflows and all the workflows pending to be performed by you or pending to be performed by someone with one of your assigned roles. The header provides a menu of actions you can take:

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Image RemovedRefresh the Task List. The expanded/contracted state of the refreshed task list will not change. 

Note

The Task List does not automatically refresh. Users who rely on their Task List instead of Task Notification emails should manually refresh the list regularly.

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Pending Task Menu

The Tasks page displays a list of all your pending tasks by form/workflow name. Each task has it's own menu of actions:

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inbox. Tasks appear on the task list for one of three reasons:

  • You clicked the save icon on a form or workflow which had the save/load feature enabled.
  • workflow was assigned to you to perform the next step in the workflow. 
  • A workflow was assigned to a role (i.e. Manager) to perform the next step in the workflow, and you have that role. 

View the Task List

There are several ways to view your Task List. Users must log in to

Frevvoproduct
to access their task list.

  1. Frevvoproduct
     app:
    1. Non-designer users will see the task list immediately upon logging in and it serves as their "home page".
    2. Users with the frevvo.Designer role must click on the My Tasks tab to view your tasks.
  2. In a
    Frevvoproduct
     
    Space, users will click on the Important Items tab to access the Task List. 
  3. It is also possible to embed the Task List on your own website

Tasks display in a small area on the left side of the screen. Clicking on an icon to perform a task related function will display any associated screens to the right. Selected tasks will display with a blue background.

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The Task List automatically reformats for optimal user experience on a mobile device.

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My Tasks Menu

The My Tasks page lists your saved forms and workflows and all the workflows pending to be performed by you or pending to be performed by someone with one of your assigned roles. The header provides a menu of actions you can take:

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  • Image AddedToggle the left side navigation bar.

    Expand
    titleClick here to see how the menu toggle works...

    Toggle the User Menu

    The Image Addedicon expands and contracts the user's navigation menu. When you click it, the left-side menu will appear with the option tabs available based on your

    Frevvoproduct
     role. Contracting the menu displays just the Task List and any selected tasks, giving you more screen real estate for you tasks.

    Menu Contracted

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    Menu Expanded

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  • Image AddedRefresh the Task List. The expanded/contracted state of the refreshed task list will not change. 

    Note

    The Task List does not automatically refresh. Users who rely on their Task List instead of Task Notification emails should manually refresh the list regularly.

  • Image AddedInbox displays a non-expanded task list.  
  • Image AddedRecent displays all tasks you acted upon in the past 7 days. The task list is color coded. Tasks with a green background have been submitted, while those with an white background are pending/saved. A red background indicates tasks that have been aborted. The image shows one submitted task, two aborted tasks and two pending tasks.
  • Image AddedSaved displays all tasks currently saved by you.
  • Image AddedSearch for tasks you have performed in the past.
  • Image AddedEmbed your task list in another web page.

Task Order

Your tasks will be grouped by workflow. For example, all expense reports waiting for manager approval will be listed under the Expense Report workflow and vacation requests listed under Leave Request. You can manually expand or contract the tasks for a specific workflow by clicking anywhere on the workflow title bar.

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Task Details

Each task displays information to help the user identify and prioritize the task.

  • The
    Frevvoproduct
    user that sent the the task to your Task List displays in the top left.
  • The date/time that the task was navigated to the user's task list is shown on the top right. Task List time is always displayed in the Task List and Audit Trail in the user's browser local time zone.
  • The Task information message provides additional information about the task appears in the bottom left. Task Information messages are configured by the designer for each Workflow Step, and can include run-time data from the workflow.

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Pending Task Menu

The Tasks page displays a list of all your pending tasks by form/workflow name. Each task has it's own menu of actions:

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  • Image AddedQuick View allows the user to review the task, add a comment, approve or reject, sign and pass it to the next user in the workflow without viewing the entire form. This icon will appear when Quick View Approval is enabled by the designer. See below for the details.
  • Image RemovedImage AddedPerform the task. This icon is red when the 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 Image Removed Image Addedwhen the task is shared between multiple users, for example when the task is assigned to a role i.e. group of users.
  • Image RemovedImage AddedAbort the task. The abort icon will only display if the user is a workflow administratortenant admin or a designer user. 
  • Image RemovedImage AddedModify 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 workflow administrator, tenant admin or a designer user. 
  • Image RemovedImage AddedLock the task so you can perform it later.Image Removed This is visible on tasks assigned to a role, and allows a user to "take" the task.
  • Image AddedUnlock the task and return it to the task pool.Image Removed This is visible on tasks assigned to a role to the user who locked the task.
  • Image AddedAudit Trail displays the event history for this specific task. For workflows you will see all the users that have participated in the workflow thus far. For saved forms & workflows you will see an entry for each time you clicked save.

Not all tasks have all the action icons listed above. For example saved forms may will not have the lock, unlock or modify icons . This is because saved forms usually can only be performed by the user that saved them. Thus in that sense they are already They are inherently locked by you and cannot be unlocked back to any other user. Workflow tasks may or may not have the modify or abort icons. The icons only display Modify and Abort task icons only display on workflows, and only display if the user is a workflow administratortenant admin or a the workflow's designer userThe modify action does not make sense for saved forms.

When a task step is assigned to a role rather than a specific user, that task will simultaneously appear on the task list of all people with that role. The first person that clicks the perform or lock icon will in effect claim that task. At this point , and all other users with this role can no longer perform this task. They will see the perform icon change to light blue and disabled as shown below to a indicate that it cannot be clicked. View the audit trail or hover over the icons to display a tool tip with the username of the person who currently has this task locked, i.e. "locked by: sue".

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Quick Approval

The Quick Approval feature is particularly suited to workflows designed for mobile devices. The Quick Approval icon will only appear for tasks where it is enabled by the designer.  See Setup Quick Approval for the details. Clicking the Image Removedicon shows a Quick View of the task. Quick Approval provides an easy way to add a comment, approve something in your task list and pass the task to the next person, or reject the task and send it back to the previous step. 

Tip

Quick Approval does not lock the task.

Let's consider a Leave Approval workflow with two activities: the first step is a form which collects the pertinent information about the Leave request - employee name, starting date and duration of leave, etc. This step is filled out by any employee requesting a leave. The second step is a form that has a section named Manager Approval with a text area control for comments. The designer has setup the Quick View feature for this step in the workflow and assigned the role of manager to it.  When a manager clicks on the Quick view icon, the Manager step displays as shown:

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You will see the following on the Quick Approval Screen:

  • A summary text area that can be used to give a description of the task at the top. This is configurable by the designer and can be templatized via the "control" dropdown. See Setup Quick Approval for the details.
  • A text area in which the person who is viewing the task can enter a comment. Entering a comment on the Quick View screen is the same as typing the comment directly into the form.

  • Approve button. Clicking this flashes a "Please Wait" message and then displays "Task successfully approved". The workflow moves to the next step. The task will disappear from your task list.
  • Reject button. Clicking this rejects the task to the step selected from the Prior Activity dropdown. A reason for the rejection must be provided. The message "Task successfully rejected" will display.
  • Details button. Clicking this will display the form as usual. This action is identical to clicking on the perform this task icon. Clicking on the Details button will lock the task.
Tip

Quick Approval is not available if you are using the Task List within Confluence.

Perform a Task

Click the Image Removedicon to perform a task in your task list. This icon is red when the task is locked by you and it is blue  Image Removedwhen the task is available to multiple users to perform.

A task will appear in your task list when you are the person assigned to perform the next step in a workflow. When you click the perform icon, the workflow will load into your browser at its current step. This workflow step may have been assigned specifically to you to perform or it may have been assigned to a person having one of your roles (ex: Manager).

A task will also appear in your task list if you clicked the save icon/button on a form/workflow in order to complete it at a later time. When you click the perform icon for a saved task, the form/workflow will load back into your browser with all the form field values as you left them when you last clicked save.

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If the task displays the disabled Image Removedicon, this indicates that the task is currently being performed by another person or that another person has clicked the lock Image Removedicon 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 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.

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If you see the error in the image below when clicking on the Perform this Task icon on the Task list, it is most likely because the visibility of the workflow is set to private instead of public in tenant or public. Notify the form/workflow designer that you are receiving this error.

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The Unsaved Changes Warning Message displays if data is changed when performing a task and the changes are not saved i.e. clicking theImage RemovedInbox icon without saving the changes.
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Audit Trail

Click theImage Removedicon to view a task's event history. A new event is added to a task's history each time:

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Perform a Task

The Perform Image Addedicon allows you to execute a task in your task list. This icon is red when the task is locked by you and it is blue Image Addedwhen the task is available to multiple users to perform. Clicking Perform loads the task at it's current step in the display area. When you click the perform icon for a saved task, the form/workflow will load back into your browser with all the form field values as you left them when you last clicked save.

If the Perform icon is disabled, this indicates that the task is currently being performed by another person or that another person has clicked the lock Image Addedicon 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 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.

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If you see the error "Access Denied. Authentication required. Are you trying to access a private form or flow?" when clicking the Perform icon, there may be an error in the task assignment, form/workflow Access Control, or Task List URL in a Space. Notify the form/workflow designer that you are receiving this error.

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Quick Approval

The Quick Approval feature is particularly suited to workflows designed for mobile devices. The Quick View icon will only appear for tasks where Quick Approval is enabled by the designer. See Setup Quick Approval for the details. Clicking the Image Addedicon shows a Quick View of the task. Quick Approval provides an easy way to add a comment, approve something in your task list and pass the task to the next person, or reject the task and send it back to the previous step. 

Tip

Quick Approval does not lock the task.

Let's consider a Leave Approval workflow with two activities: the first step is a form which collects the pertinent information about the Leave request - employee name, starting date and duration of leave, etc. This step is filled out by any employee requesting a leave. The second step is a form that has a section named Manager Approval with a text area control for comments. The designer has setup the Quick Approval feature for this step in the workflow and assigned the role of manager to it. When a manager clicks the Quick View icon, the Manager step displays as shown:

 Image Added

You will see the following on the Quick Approval Screen:

  • A summary text area that can be used to give a description of the task at the top. This is configurable by the designer and can include form data. See Setup Quick Approval for the details.
  • A text area in which the person who is viewing the task can enter a comment. Entering a comment on the Quick View screen is the same as typing the comment directly into the form.

  • The Approve button flashes a "Please Wait" message and then displays "Task successfully approved" when clicked. The workflow moves to the next step. The task will disappear from your task list.
  • The Reject button returns the task to the step selected from the Prior Activity dropdown. A reason for the rejection must be provided. The message "Task successfully rejected" will display.
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  • The Details button will display the form as usual. This action is identical to clicking on the perform this task icon. Clicking on the Details button will lock the task.
Tip

Quick Approval is not available if you are using the Task List within Confluence.

Audit Trail

Click the Audit Trail Image Addedicon to view a task's event history. A new event is added to a task's history each time:

  • The form/workflow is saved
  • The form/workflow is submitted
  • The form/workflow is aborted
  • The workflow is continued and becomes pending for the next person
  • The workflow is modified and reset back to an earlier step and becomes pending again for the person that previously performed that step.

Here is The Audit Trail has five columns that provide information about the event history for a form that was saved twice and not yet submitted.

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Each events contain the following information:

  • The state - Pending, Saved, Submitted, Aborted or Waiting.

The user name of the person who caused the event (ex: "By: James Blume," "By:{email}" if the task was assigned to an email address, or "By:Anonymous" if the task was performed by an anonymous user).

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Frevvoproduct

...

.

Event IconEvent State w/ MessagePerformed ByDate/TimeAssigned To
The Event Icon helps you visualize the various events.Describes the state of the task, i.e. Pending, Saved, Submitted along with the History Message configured for the step.The user or email who performed the task.*The date and time the task was performed, displayed in the user's browser local time zone.

The user, email or role to whom the task is now assigned and awaiting action.* 

*The Performed By and Assigned To columns truncate the name of the user, role or email but you can see the full name by hovering your cursor over the text.

Info

In the event an anonymous task for a form in one tenant (Tenant A) is performed by a user who is logged into a different tenant (Tenant B), the audit trail will only show "Anonymous" or their email (if assigned to their email address) rather than their user id. This security measure prevents data from being shared between two separate tenants.

  • A date/time stamp when the event occurred The time displays in the user's browser local timezone.
  • When the event in the history has a state of "Pending", the user name or role(s) for whom the task is awaiting the next action (ex: "For Roles Manager", "For User: jerry")

Here is the event history for a form that was saved thrice and then submitted.

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The icons displayed at the left of each event indicate:

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Event Icons

The event icons provide information about what event occurred at this step. 

  • Image Added - The task was or can be performed.
  • Image Added - The task or form was saved.
  • Image Added - This task was rejected by the user or reset to this step by the workflow admin. This will display the Reject/Reset Reason message instead of the Task History message.
  • Image Added - This task was submitted.
  • Image Added  - The task is locked by a user.
  • Image Added - The task was aborted.
  • Image Added - The task has been reassigned to another user or role by an administrator. This will display the Reassignment Reason message instead of the Task History message.
  • Image Added - User can view any completed task that they performed. Refer to View My Task for the details

Event State

The event state describes each audit trail entry. See also the Submission Status documentation.

  • SAVED: This will return only those tasks which were created when users clicked the Save button on the form/workflow to save their partially filled forms
  • PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
  • SUBMITTED: This will return all tasks which are completed, i.e. the form/workflow for which this task was created has been submitted
  • ABORTED: This will return all the tasks that were deleted/aborted so the form/workflow never got submitted
  • WAITING: The WAITING status can be used to find workflow tasks that have an HTTP activity. Workflows designed with the pre-v8 Email/Anonymous Task step will also show the task in a WAITING state. 
Tip

Use the history message property to add custom messages to the audit trail for the steps of a workflow.

Audit Trail Examples

These examples will show some of the different scenarios you might see displayed on the Audit Trail.

Leave Request

Here is the Audit Trail for a Leave Request form. This shows that the workflow was started by Tom, and assigned to Jerry. Jerry rejected it back to Tom asking for more information. Tom saved his step, then updated it and sent the workflow forward to Jerry, who approved it and sent it to the Role "Finance." Sue, who has the Finance role, saved this step to her own task list, then later performed her step. Since Sue's was the final step, the workflow was submitted.

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This next Leave Request was submitted by Tom, and assigned to Jerry. Since Jerry is on PTO, the workflow admin, Megan, reassigned the task to Trevor. However, then Tom was feeling better and asked the workflow admin to abort the task altogether. 

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Mortgage Application

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.
Image Removed's Task List. This is Jack Smith's task list view, so Jack has the Image AddedView My Task icon on the last step he completed, the second row in the audit trail.

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Here is the event history for the same workflow as above. After the reject, the task was performed again by manager Jack Smith and is now on the task list of all users having the role Finance. Now the designer has configured Task History messages on each step, which provides more detail including form data.

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Supervisor Sam Spade, who is assigned the Finance role, performs the final step in the workflow and submits it. Image RemovedWe are now seeing Sam Spade's task list view, so notice that the View My Task icon appears on the last completed step he performed, which is the last row of the audit trail.

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Here is the event history of a 2nd Mortgage Application workflow. The workflow was initiated by an anonymous user (John Johnston) and then approved by manager Jack Smith. The tenant admin, Carrie 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.

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Use the history message property to add custom messages to the audit trail for the steps of a workflow.the tenant admin via Task List Search.

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Info

The audit trail will log an entry each time the workflow navigates to a different user step with an assignment and each time the current user saves the workflow. The audit trail will log a single entry when the same user performs multiple unassigned steps . You can configure in a screenflow. Configure the Save on Navigate feature if you want to see an entry entry in the Audit Trail each time the workflow navigates to a different step even if they are part of a screenflow.

Anonymous Steps and the Audit Trail

If you have workflows that use the Email/Anonymous Task Step (created prior to v8 and not transitioned to the new Email Assignment feature) click the link below to see how these tasks appear in the Audit Trail

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Anonymous Steps and the Audit Trail

.

Expand
titleClick here to learn more...

Workflows designed with the pre-v8 Email/Anonymous Task step will show the task in a WAITING state, as shown in the first two images below. Workflows that assign the step to an Email Address show the step performed by the customer (anonymous user) in a Pending state and displays the Email address it

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Note

Workflows designed with the pre-v8 Email/Anonymous Task step will show the task in a WAITING state, as shown in the first two images below.

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was sent to.

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View My Task

Users logged into

Frevvoproduct
 are able to view workflow steps that they performed by clicking on the Image Removed Image AddedView My Task icon in the Audit trailTrail. When you are viewing your task, you may notice the read-only view watermark. This is to remind you that you can view the information but can not make changes to it.

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  1. Login to your
    Frevvoproduct
    tenant.
  2. Click on My Tasks (or Task List under Important Items if you are using a
    Frevvoproduct
    space, click the Important Items tab, then Task List.)
  3. Click the Image Removed Image Added Search icon
  4. On the "eave the default selection "Participant."
  5. Type a keyword from the name of the workflow you are looking for, i.e. "time". A list of possible matches appears. Select the correct one. Click Submit.
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  6. Search for your task in the returned List.
  7. Click the Image Removed Image Added Audit icon to display the Audit Trailthe Audit Trail. This will show you where the workflow is - in this case, it is still sitting at the Manager step waiting to be approved.

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  8. Click the Image Removed View Image Added View icon to  display the workflow step. This allows you to see all the information you entered when you filled out the form.
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  9. Click the Image Removed Audit the Image Added Audit Trail icon again to return to the Task List.

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View a Screenflow Task

Screenflows are sequential workflow steps performed by the same user. These sequential steps , and are considered one task. Screenflow tasks always display the Image RemovedImage Added View icon on the last screenflow step only, however, the task opens on the first screenflow step.

Consider a New Employee Onboarding workflow with the following steps:

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The new employee completes the first four steps and sends the workflow to HR for processing.

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The Audit Trail will show the Image Removed View icon on the step pending for HR. The  employee clicks the Image Removed View sends the workflow to HR for processing.

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The Audit Trail will show the Image Added View icon on the step pending for HR. By default, the screenflow will appear as a single event in the Audit Trail.

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However, if you have Save on Navigate checked in the Workflow Settings, the Audit Trail will show a SAVED event for each screenflow step. This allows the user to return to the last completed step, even if they navigated away from the workflow. The View icon will be on the last step only but when clicked it will open the screenflow on the first task step.Image Added

The employee clicks the Image Added View icon and the workflow opens on the Employee Information step. The employee clicks the Next button to navigate through all four screenflow steps.Image Removed

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To return to the beginning of the screenflow from any of the viewed steps, click the Image Removed Audit steps, use the navigation bar on the form or click the Image Added Audit Trail icon then the Image RemovedImage Added View icon.

Sue, an employee in the HR department, completes her workflow step. Sue searches and finds her completed task, clicks the Audit Trail then clicks on the Image RemovedImage Added View icon. Note, Sue only sees the View Icon on the the HR review step that she performed.
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Info
  • If a screenflow is configured with the Navigation toolbar or the workflow contains a Summary step, the user can navigate backwards when viewing. Otherwise, they can only move forward to view the steps.
  • Screenflows using Save on Navigate will show an audit record for each screenflow step. The View icon will be on the last step only but when clicked it will open the screenflow on the first task step. This is as designed.
    Image Removed
  • If your workflow was created in a version of frevvo previous to v8.0, then the steps  performed by anonymous users show the task in a WAITING state. In version 8.0, these steps display with a Pending state and show the Email address it was sent to.

...

Sue only sees the View Icon on the the HR review step that she performed.
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Tip
titleWorkflow Design Tip

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.

Lock and Unlock a Task

A task becomes locked when you click the lock Image Removed Image Addedor perform Image Removed Image Addedicons. Perform auto-locks the task to prevent multiple people from mistakenly performing the same task at the same time. If you decide that you do not want to perform this task, click the Image Removed Image Addedicon to return it to the task pool role (ex: Managers). 

Note

If a task is loaded from the task list but not submitted, the lock will be released when that users session with user's

Frevvoproduct
 expires session expires or the user explicitly logs out. You can set the Session Timeout in your in-house
Frevvoproduct
installation. Tenant Admins can manually end sessions using the Manage Sessions page.

Some task tasks do not display lock/unlock icons. A workflow step assigned specifically to you, rather than a role, must be performed by only you. In this sense such a workflow is currently inherently locked for only you to perform.

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The  The same is true for saved forms and tasks. Saved forms must be performed, completed and submitted by the person that started saved them. They cannot be unlocked back to a pool of users to complete. 

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Once a task is locked, all other users with this role can no longer perform this task. They will see the perform icon for this task on their task list change as shown below to a indicate that they cannot be clicked:

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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 taskthis task. They will see the perform icon for this task is light blue to indicate that it cannot be clicked. 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 Audit Trail will show who locked it and when.

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You  You can ask that person or your tenant administrator to unlock the task if you want to perform it. 

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Lock/Unlock on Mobile

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Check the checkbox that appears to the left of the task. Touch Lock to lock the task or Unlock to unlock the task. This checkbox is not available for Saved Forms/Workflows.

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The green dot displays when the task is locked.

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A task that is locked by you displays a green dot.

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If another user has the task locked, a red dot displays indicating you cannot perform it.

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titleClick here to see how Lock/Unlock works on mobile devices...

To lock/unlock a task on

the iPhone

a mobile device, touch the Edit button on the Task List.  

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Modify a Task

Tenant/workflow admins and designer users have special modify permissions. They can:

  • Reset a task to a prior step
  • Abort a pending task
  • Reassign a pending task to a different user
  • Reassign a pending task to a different role
  • Reassign to a different email address

Non-admin users have the ability to send the workflow back to a different step by clicking the Reject button. This property is configurable by the form/workflow designer. Designer users, tenant admins or workflow admins click the Image RemovedImage AddedModify this Task icon to abort/reassign/reset tasks. This icon only appears on those user's task list.  icon to abort/reassign/reset tasks. This icon only appears on those user's task list. 

Info

Non-admin workflow participants have the ability to send the workflow back to a different step by clicking the Reject button. The designer can configure which steps the Reject button is available on, and which steps users can Reject to.

Resetting a Task

Resetting back to a prior step is useful when the person performing the current step needs to ask one of the people who completed an earlier step to review or fix a problem. For example, perhaps the manager Jerry sees that the property address is incorrect and needs to send the form back to the person who filled in the application. 

Designer users and workflow administrators will see the Image Removed Image Added Modify this Task icon when the task appears on their task list. The tenant/workflow admin/designer user performs a search to locate the task then click the Image Removed Image Added Modify this Task icon. Clicking the Modify this Task icon on a Saved task presents this screen without the Reset to Step section.

The screen shown below displays in all three cases. To reset (reject) a task:

  1. Click on theImage Removedthe Image AddedModify this Task icon.

  2. Select the step in the workflow that you want to send the task back to from the Reset to Step dropdown. To send the workflow back to the Loan Application step performed by the user (Sheila Wallace), jerry selects this choice from the dropdown. The sections of the screen for aborting and reassignment collapse.
  3. Fill in the Reason for the modification. Click submit. The task disappears from Jerry's task list and appears on Michelle's task list.

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The Image RemovedImage Added

The "Task Successfully Modified" message will display.
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User Michelle receives an email informing that she has a new task for the Loan Application workflow. The email contains a link to her task list. She will have to log in to access it.

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In many real world workflows such as a loan or job application, the first one or more steps are often performed by people that do not have a user account in the

Frevvoproduct
 tenant. You can send the workflow back to this person with a reset to by selecting Assign to: an email address.. All signatures in workflow steps along the way will be removed -  the user the user will have to sign again. You cannot reset a task to a Summary Step. 

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On occasion, there may be a reason to abort a task. Only the tenant admin, workflow admin or designer user can abort a task. The modify and abort icons only appear on these users' task list.  

There are two ways to accomplish this:

  1. Click the Image Removed Image Addedabort this task icon
  2. Check the "Yes" checkbox after clicking the Image Removedmodify this task icon.   Click the Image Added modify this task icon, then check "Yes" for Abort this task?   
    Image Added


Designer users and workflow administrators will see the

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Image Added abort this task icon when the task appears on their task list. Here is a snapshot of manager jerry's task list. He is a workflow administrator for the Loan Application workflow.

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The tenant admin must perform a search to locate the task then click the Image Removed abort Image Added abort this task icon. 

In all three cases, clicking the icon Clicking abort this task displays the following message to confirm the abort: 

Image Added Image Removed 

Note

The warning message will not be displayed when you abort a task in the Image Added modify this task dialogue. However, the abort action performed this way is still irreversible.

A task can also be aborted by checking the Abort this task checkbox after clicking the Image RemovedImage Addedmodify 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.
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Reassigning a Task

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Imagine that Sally in the mortgage processing department was working on a mortgage application and had saved the loan form. Sally then left for a week vacation. The tenant admin can login and search for all forms saved by Sally. Workflow administrators can search for all saved forms associated with the mortgage application workflow. Here we see the loan application task she was working on.

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The tenant/workflow admin clicks the Image Removed iconImage Added icon. To move this saved form to a different user's task list, enter the user id of the the person you want to assign it to by checking the user choice radio button in the Assign to: control. Type a username in that field and all users beginning with the letter you have entered appear as dropdown choices. Enter the reason for the reassignment in the Reason field and click submit. In the image below the workflow admin, Jerry has reassigned the task to the username jill.Image Removed

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Now when Sally next logs into her

Frevvoproduct
account she'll no longer see this saved form on her task list. When the user jill logs into
Frevvoproduct
she will see Sally's saved form on her task list and can perform, complete and submit the form.
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Assign to Role

The tenant/workflow admin can also move a saved form or any saved or pending workflow to one or more roles. In the example above imagine that the user jill is also unavailable. The tenant/workflow admin can again search for the loan application form saved by Sally and click modify but this time check the one or more roles radio button then select a role from the Assign to a different role dropdown. Click the Image Removed Image Addedplus icon to select multiple roles.
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The saved form will appear on the task list of all users that have that role(s).Image Removed

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Notice that the task history now shows that the form is pending for any user that has the role Processing. Also notice that unlike typical saved forms this task now displays the lock icon which enables one user to lock the task so they can complete this form later.

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  • Searching the workflow to locate the task.
  • Click the Image Removed Image AddedModify this Task icon.
  • Check email address in the Assign To: field
  • Provide the new email address and a reason
  • Click Submit.

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A "Task Successfully Modified" Message displays.

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An email is sent to the new email address with a link to the Approval step of the workflow. If the original recipient clicks the link in the email that they received, they will see a message informing them that the submission has already been processed.

The Audit Trail shows the original and reassigned email addresses.

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Warning
  • The ability to reassign a workflow step to another email address is not available for workflows created in earlier releases that contain an EMailEmail/Anonymous Task step.
  • The PENDING status shows as WAITING in the Audit Trail for workflows designed with an EMailan Email/Anonymous Task step.

Searching the Task List

Click the Image Removed icon Image Added icon to search for a form you have saved and want to continue or that you have submitted in the past, or to search for a workflow you have participated in.

The Task Search history only displays forms and workflows which have the "Show in History" property  property enabled. This property is configured by the form or workflow designer. If you don't see a form appearing in your history, contact your tenant administrator or the workflow designer and ask them to enable this feature.

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  1. SAVED: This will return only those tasks which were created when users clicked the Save button on the form/workflow to save their partially filled forms
  2. PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
  3. SUBMITTED: This will return all tasks which are completed, i.e. the form/workflow for which this task was created has been submitted
  4. ABORTED: This will return all the tasks that were deleted/aborted so the form/workflow never got submitted
  5. WAITING: The WAITING status can be used to find workflow tasks that have an HTTP activity. Workflows designed with the pre-v8 Email/Anonymous Task step will also show the task in a WAITING state.

Note the Submission Status checkboxes which are all checked by default. Uncheck the checkbox to the left of one or more submission statuses if you want to exclude those tasks from the search result. For example, let's say you have a workflow that generates a lot of task activity that may be cancelled at some point. Simply uncheck the "Aborted" ABORTED check box and aborted tasks will be excluded from the search results. Conversely, if you only want to see " Aborted" ABORTED tasks, uncheck the Saved, Submitted, Waiting and Pending checkboxesSAVED, PENDING, SUBMITTED, and WAITING checkboxes. You can select more than one status for your search criteria.

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You must select a form/workflow for the Filter Form/Workflow by Datadata table to appear. This table allows the selection of fields in your form/workflow as search criteria. The set of fields available in the Field column of the table displays the Searchable Fields configured for the selected form/workflow. Meta data Metadata fields are not included. You can specify up to 100 rows of filter criteria.
 

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Expand
titleClick here for information about setting up search criteria using fields from your form/workflow.
Excerpt

The Filter Form/Workflow by Datadata section of the Search screen allows you to optionally setup additional search criteria using the Searchable Fields configured for the form/workflow. The Condition column provides the available conditions based on the type of field, and the Value column allows you to enter matching values.   The  The filter logic can be edited using ANDs AND and ORsOR, etc.

Condition Column

The Condition column choices depend on the data type of the selected field. The data types and their corresponding options are shown in the table.

Data Type(s)Conditions Available in the Dropdown List
Date, Time, Date/Timeis equal to

is not equal to

is after

is before

is on or before

is on or after

is within last

contains a value

does not contain a value
Number, Money, Quantityis equal to

is not equal to

is greater than

is less than

is greater than or equal to

is less than or equal to

contains a value

does not contain a value
Text, TextArea, Email, DropDown, Radio, Checkboxcontains

does not contain

begins with

ends with

is equal to

is not equal to

contains a value

does not contain a value
Boolean Checkboxis equal to
Value Column

The values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. The allowed values for Field Type(s) and conditions are listed in the table.

Field TypeConditionValue Entry Field TypeNotes
DateAny except 'is within last'Date Picker
TimeAny except 'is within last'Time Entry
DateTimeAny except 'is within last'Date and Time Picker
Date, Time, DateTime'is within last'Special time duration entry field.Enter a duration in Years:Months:Days:Hours:Minutes. Any field to the left may be omitted. For example, 2 days and 4 hours may be expressed as 0:0:2:4:0 or as 2:4:0.
Number, Money, Quantity
number field
Text, TextArea, Email, DropDown, Radio, Checkbox
Text field
Boolean Checkbox
drop down containing true and false options

For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/workflow, you will be prompted to "Enter text".

Info

A Date, Time or Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for tasks performed in the last 2 hours you can enter 02:00 or as 2:0. To search for tasks within the last 2 months and 12 days, enter 02:12:00:00.

If you enter an invalid value, an error will display with instructions:

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Editing the Logical Expression

If you want to modify the logical expression, click the Edit button. The logic expression becomes editable.

The Logic Expression allows you to customize and combine the filter conditions using ANDs and ORs as well as parenthesis () to group terms of the expression.

  • Each filter item (expression) is represented by a letter (A for the Date range or B for the State or a number that corresponds to the row of the sub-expression in the Other Filter Items grid).
  • Combine the letters and numbers using parenthesis to group items as needed.
  • Build the logic of the overall predicate expression using AND and OR as appropriate.
  • Click save when done to save the expression. Please correct any indicated parse errors in order to save.

Searches are initialized with the data entered as part of the previous search performed in the current web session. The one exception to that is the Filter Form/Workflow by Data data table which will always start out empty.

The Reset button clears all filter fields with the exception of Submission Status which is reset to all checkboxes checked.

Task List Search Example

The image shows an example of a Task search screen and the results displayed. Manager Jerry is searching for:

  • Tasks in all submission states for Simple PO Workflows for companies named Alpha or Bravo.
  • There is a field in the Simple PO Workflow named ClientName that has been set up as a Searchable field.
  • The Purchase Order Workflow is selected from the Form/Workflow search box (type in a keyword, then select from matching options).
  • The field named ClientName is selected from the Field dropdown.
  • The condition for the ClientName field is contains.
  • A value of Alpha is entered in the Value column on the first line.
  • Jerry clicks the Image Removed icon Image Added icon and adds another line where the value of the ClientName field is Bravo.
  • Jerry clicks the Edit button and changes the logical expression from 1 AND 2 to 1 OR 2 and clicks Save.
  • He can also select the Start and End Dates and verifies that all the submission status checkboxes are checked
  • He clicks Submit.


The results show a Simple PO Workflow for each company currently in a pending state. Checking the Audit Trail reveals that the task is on his Task List and is locked by him.

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When you click the Submit button, the Search Results will display. You may notice theImage RemovedRefresh Image Added Refresh icon is no longer visible. This is as designed. There is no Refresh capability available for Search results. When you click the Cancel button, you will be asked to confirm and then see the message "Your search was cancelled" after clicking OK.

If no matching tasks are found as a result of your search, you will see this message:

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By Tenant Admin

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Select a Form/Workflow from the search box (type a keyword and select from matching options) and the Filter Form/Workflow by Datadata table becomes visible and enabled. The Filter Form/Workflow by data topic explains how to set up filters using form/workflow fields.

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One very common function is to search for tasks that are locked by a particular user so that the admin can modify them and reassign them to another user or role -- for example if a . For example, you might search by a user if that person goes on vacation and you need to move a saved or pending form or workflow to another user.

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Users that are designated as Workflow Admins for individual workflows  see this screen when they click the Image Removed Search Image Added Search icon. When searching for tasks, if a workflow is chosen, and the user is a workflow admin for it, then all tasks for that workflow display. If no workflow is selected, then all tasks, even those that the workflow admin has not participated in, plus tasks for which the user is a workflow admin will display.

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The task list can be made conveniently available in your own web site. By embedding the task list you can access your tasks without having to login to the frevvo web UI directly. This gives the feel that the task list is part of your company portal. To do this click on the Image Removed Image AddedEmbed icon and copy the task list embed script into your web page.Image Removed

Image Added

Here is how an embedded tasks list looks. Even when embedded, the task list is always protected by a login dialog. So if you have not already authenticated to

Frevvoproduct
 you will be prompted to enter your
Frevvoproduct
 username and password. The login then automatically redirects each person to their own personal task list.

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Info

LDAP SSO customers must make one change to the script to successfully embed the Task List in your website. Replace the {tn.id}  in the script with your tenant id. The example shows a modified script for a tenant named ldap:

Original script:

  <script src="https://app.frevvo.com:443/frevvo/web/embed?resize=true&container=true&border=false&url=https://app.frevvo.com:443/frevvo/web/tn/{tn.id}/subject/{subject.id}/tasks%3fembed=true%26container=true%26resize=true"
                    type="text/javascript"></script>

Script modified with tenant name:

<script src="https://app.frevvo.com:443/frevvo/web/embed?resize=true&container=true&border=false&url=https://app.frevvo.com:443/frevvo/web/tn/ldap/subject/{subject.id}/tasks%3fembed=true%26container=true%26resize=true"
                    type="text/javascript"></script>        

If embedding the task list successfully into an HTML page requires setting its width, see URL Parameters for more details.

Curly Braces in URLs for Embedded Forms, Workflows or Task List

Tomcat 8.5 doesn't allow curly braces in URLs since they are not valid URL chars and deemed a security vulnerability.

Frevvoproduct
currently support parenthesis as well as curly braces. However, if you are embedding forms, workflows or the Task List in your website,   change the markup to use parenthesis (). Support for curly braces {} will be dropped in a future release.

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