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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 workflow you have participated in. You can narrow your search to specific forms or workflows, 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/Workflow from the dropdown and Filter Form/Workflow 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/workflow by the designer as search criteria.

Expand
titleClick here to see how to use fields in your form/workflow to search the Task List...

Excerpt Include
Using the Task List
Using the Task List
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Tenant Admins and users with workflow 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 workflow admin can modify them and reassign them to another user or role. For example, if a person goes on vacation, the workflow admin may need to move a saved or pending form or workflow to another user. 

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

Info

If a workflow was renamed after having submissions, the original name will appear in the task list for tasks in PENDING and SUBMITTED status until the instance is saved.

View My Task

Users logged into

Frevvoproduct
 are able to view workflow steps that they performed by clicking on the icon in the Audit trail. 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.

You will not see this icon for rejected tasks, tasks that have been reset/reassigned/aborted by a tenant or workflow admin, or tasks that have been saved to your Task List.

Note

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:

  1. Login to your
    Frevvoproduct
    tenant
  2. Click on My Tasks or Task List under Important Items if you are using a
    Frevvoproduct
    space
  3. Click the Search icon
  4. Select the workflow from the dropdown
  5. Search for your task in the Task List
  6. Click the to display the Audit Trail
  7. Click the View icon to see the data that was entered
  8. Click the  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/workflows to complete at a later time

Users may not have all the information required to complete a form/workflow in a single session. 

Frevvoproduct
 offers a Save/Load feature that adds a Save button to the bottom of the step. Users can partially complete a workflow step, including leaving required fields blank and even having invalid data in form fields, then click Save. The partially completed step is saved to the user's Task List. Later the user can re-open the step either in the same browser or a different browser or even from a different computer, and reload the partially completed step and continue working on it. You can save the workflow step as many times as you like. Clicking the  Saved Tasks icon displays all tasks partially completed by the user. Each time the Save button is clicked is tracked by creating entries in the Audit TrailSaved forms are not the same as submitted forms. Saved forms do not appear in the Submissions Repository. Saved forms can contain invalid data and also contain required fields with no values yet entered. When such a form is re-loaded the missing and invalid values are again flagged as such by 
Frevvoproduct
. And the form cannot be submitted (the submit button will be grey) until corrections are made to those fields. 

Follow these steps to Save a form:

  1. Logon to your 
    Frevvoproduct
     space as f_tom.
  2. Select a form/workflow from the tab you created. Fill in some parts of the form/workflow but do not complete it. Click the Save button. The "Save Successful" message will display.
  3. Click the  icon to display your Saved forms.
  4. Click the Perform icon. Add some more information but do not complete. Click the Save button. The "Save Successful" message will display.
  5. Save the form a third time then complete the form/workflow.



Note

If your form/workflow does not have a Save button, contact the form/workflow designer.


Sending Emails in 
Frevvoproduct

Frevvoproduct
 offers the workflow designer many ways to send emails from workflows. You can:

Clicking the link in the Anonymous Email more than Once

The 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 workflow 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 workflow 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 workflow is routed back to the agent for review.

In the designer, the workflow 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 workflow 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 User

The designer defines task boundaries by setting assignments (user, role or email address), so each workflow step with an assignment is considered a new task. Any subsequent workflow steps without assignment are considered part of screen workflow of the same task. Having an assignment to a workflow step strictly enforces the task boundary and it is applicable for the first step of workflow as well. 

If the next step is assigned to the same user as the current step, the pending message will include a link to perform that step. When the user clicks the link to continue the workflow execution, the workflow will continue like a screenflow but a new task will be created behind the scenes. This is an uncommon design but may occur in cases where the next step is dynamically assigned to a user by a template and that template resolves to the current user.

Note

When navigating back using the navigation bar, consecutive unassigned tasks in a screenflow will be available to edit. Once a user has moved on to a subsequent assigned step, all prior steps will be read only.

Invalid Task Assignment

For workflows created in v9.0.x and later, when a task that is routed to a templatized user, role, or email resolves to null or empty string, the task will be assigned to the "invalid-task-assignment" userId and a notification with be sent to flow workflow admin users (or the tenant admin user if no flow workflow admin is configured.) This will enable flow admin users to easily search mis-routed tasks assigned to the "invalid-task-assignment" userId and re-assign to valid user.

Warning

Workflows created in v8.x and prior will not inherit the new "invalid-task-assignment" behavior if a templatized user, role or email resolves to null. Instead, they will retain the previous behavior of morphing into a screenflow. To upgrade a workflow to use the v9 Invalid Task Assignment behavior, you will need to manually edit the flowtype property supportNullAssignee="false".

Expand
titleFollow these steps:
  1. Download the .zip file of your workflow
  2. Extract the files to a location of your choice. Open the unzipped folder.
  3. Edit the flowtype file with a text editor.
  4. In the code section that begins with '<flt: FlowType' add the attribute 'supportNullAssignee="false"'

  5. Re-zip the workflow file. 
  6. Upload the edited workflow .zip into a different application and test it.
  7. Upload/Replace the original workflow when you are ready. Follow these best practices for updating a workflow in production.

Public forms/workflows 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.

Workflow 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 HTTP Wait Notify  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.