Searching for Tasks
Click the icon on the Task List to search for a form you have saved and want to continue, that you have submitted in the past, or to search for a flow you have participated in. You can narrow your search to specific forms or flows, a date range when you performed a task or only tasks that ended with errors. You can check one or more task states (Saved, Submitted, WAITING, PENDING, ABORTED) to include/exclude tasks from the search results.
Search will only show tasks that the user has participated in.
Select a Form/Flow from the dropdown and Filter Form/Flow by Data" table becomes visible and enabled. You can use this table to optionally select fields that are set up as Searchable Fields in your form/flow by the designer as search criteria.
Tenant Admins and users with flow admin permission are able to search for tasks that were performed by other users. One very common function is to search for tasks that are locked by a particular user so that the flow admin can modify them and reassign them to another user or role -- for example if a person goes on vacation and you need to move a saved or pending form or flow to another user.
If no matching tasks are found as a result of your search, you will see this message:
View My Task
Users logged into
You will not see this icon for rejected tasks, tasks that have been reset/reassigned/aborted by a tenant or flow admin, or tasks that have been saved to your Task List.
You will only be able to view tasks that you have participated in.
Let's say you submitted a Leave Approval Request to your manager and you want to view the information that you entered. You are not sure if your manager has approved it or if your request is pending your Manager's approval (pending state).
Here is how you find it:
- 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
- Search for your task in the Task List.
- Click the to display the Audit Trail
- Click the View icon to see the data that was entered.
- Click the the View Audit Trail icon again to return to the Task List.
Refer to View My Task for additional information about viewing tasks when workflow steps are performed by the same user or sent to an anonymous user.
Saving forms/flows to complete at a later time
Users may not have all the information required to complete a form/flow in a single session.
Follow these steps to Save a form:
- Logon to your
space as f_tom.
- Select a form/flow from the tab you created. Fill in some parts of the form/flow but do not complete it. Click the Save button. The "Save Successful" message will display.
- Click the icon to display your Saved forms.
- Click the Perform icon. Add some more information but do not complete. Click the Save button. The "Save Successful" message will display.
- Save the form a third time then complete the form/flow.
If your form/flow does not have a Save button, contact the form/flow designer.
Sending Emails in
- Configure Task Notification emails - users receive an email informing them that there is a task on their Task List that requires their attention.
- Send an email when a flow is completed. This email is configured through the Doc Action wizard and can be customized.
- Send an email when one of the steps in the middle of the flow is executed. This email is configured through the Activity Doc action wizard and can be customized.
- An email is sent to a user when a task is rejected. This is an automatic function of the rejection feature and the email cannot be customized at this time.
- Escalation emails - tasks must be completed before a deadline. Designers configure the users that receive reminder emails and an email that is sent when the deadline expires.
- Route a workflow to someone who does not have a Live Forms login (anonymous user) - discussed below:
The Email in the flow designer palette is ONLY used to route a workflow to someone who does not have a
Clicking the link in the Anonymous Email more than OnceThe link in the email sent to an anonymous user can be clicked more than once in a screenflow consisting of an Anonymous Task step followed by multiple sequential anonymous steps. The anonymous user is brought back to the flow at the current/latest anonymous step if the Save on Navigate feature is selected.
For example, imagine a New Listing Agreement workflow where the Real Estate agent can elect to send an email to the seller (anonymous user) to collect the property details. In this scenario, the agent fills in steps 1 and 2 of the flow supplying the Seller's email address. The Seller receives an email with a link to the first anonymous step (Seller Information). The Seller clicks on the email link, completes the Seller Information and Property Information steps then the flow is routed back to the agent for review.
In the designer, the flow would look like this: Notice the Seller and Property information steps represent a screenflow since they are both filled out by the same person (Seller).
Let's say the Seller completes the Seller Information step then closes the browser. When the seller clicks on the link in the email again, the Seller will be directed to the Seller Information step.
If the Save on Navigate property is checked for this workflow then the anonymous user is brought back to the flow at the current/latest anonymous step (Property Info) when they click the email link a second time.
Workflow Behavior for Consecutive Steps assigned to the Same Role
If a user performing step 1 of a flow also has the role assigned to step 2, a pending task is created if the next step has a role assignment. The flow is saved to the submissions repository. Task notification emails are sent to the user(s) when configured.
This can be useful when you have two or more steps assigned the same role in a sequence but you don't want the same user to perform them. In this case you want a new task list item created for each step.
This change only applies to roles. You will see this behavior:
- For workflows designed with individual steps and linked steps.
- When you use templates or hard coded roles for navigation
- When a summary step is in between 2 workflow steps.
When navigating back using the navigation bar, the behavior is the same as that of a screen flow.
For example, imagine a two step workflow where Step 1 is assigned the role of Employee and Step 2 is assigned the role of Manager.
User John has the roles of Employee and Manager. Users Jerry and Jim have the role of Manager. When John completes step 1 of the workflow:
- The flow is saved to the submissions repository and can be .
- Users will see the default "Your request is being processed." display message or your text if you customized it.
- A task appears on John, Jerry and Jim's Task List for further processing
- Task notification emails are sent to John, Jerry and Jim.
The image shows John's task List and the associated Audit Trail after step 1 of the flow has been performed.
Public forms/flows with Save/Load or Digital Signatures
Anonymous users can access public forms that include the save/load feature or digital signatures. These features require a login. When the anonymous user clicks to save or sign, they will be prompted with the login screen.
Flow Processing Modes
The Navigation toolbar provides the ability for a user to navigate back and forth between the steps of a workflow. This is helpful if the user needs to return to a previously competed step to make a correction or review the entered data. Editing of previously completed steps in a workflow is no longer possible if the previous step was completed by a different user than the current user. Previously completed steps are now rendered as read only unless it is a prior step for the same user, with no intervening steps belonging to another user. This feature is referred to as View mode.
Navigating through completed steps rendered in View mode using the the Continue button, skips completed steps such as and anonymous Email. Configured document actions are not re-executed in View mode.
Let's consider the example of a new Employee On Boarding workflow, configured with the navigation toolbar. The first 4 steps in this workflow are referred to as a screenflow since they are all completed by the new employee. The screenflow in this example, consists of an Employee Information, W -4 Allowances, Education, Summary and Confirmation forms. New employee, Tom, realizes when he gets to the Confirmation step(4) that he needs to make a correction on the Allowances step (2).
Tom clicks the Allowance step in the navigation toolbar or the details button on the Summary step and is able to edit the data to make his correction. Tom clicks the Continue button to return to the confirmation step, signs the confirmation form then sends the workflow to his manager.
Before manager Jerry approves the workflow, he wants to review the previously completed steps to ensure all is in order. Jerry clicks on the Employee step of the navigation toolbar and is able to review the information but he will not be able to edit it.
Clicking the Continue button displays the subsequent tasks in View mode and eventually brings him back to the Manager Approval step where he can approve or reject the task.