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  • 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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  • Quick 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 Approval is enabled by the designer.
  • Perform 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 when the task is shared between multiple users, for example when the task is assigned to a role i.e. group of users.
  • Abort the task. The abort icon will only display if the user is a workflow administratortenant 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 workflow administrator, tenant admin or a designer user. 
  • Lock the task so you can perform it later. This is visible on tasks assigned to a role, and allows a user to "take" the task.
  • Unlock the task and return it to the task pool. This is visible on tasks assigned to a role to the user who locked the task.
  • Audit 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 will not have the lock, unlock or modify icons because saved forms can only be performed by the user that saved them. They are inherently locked by you and cannot be unlocked back to any other user. Modify and Abort task icons only display on workflows, and only display if the user is a workflow administratortenant admin or the workflow's designer. 

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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 icon 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. 

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  • 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.
  • 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.

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The Audit Trail has five columns that provide information about the event history.

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.

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  • 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. 

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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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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
  • Workflows designed with the v8.0+ assign the step to an Email Address feature show the step performed by the customer (anonymous user) in a Pending state and displays the Email address it was sent to.

View My Task

Users logged into

Frevvoproduct
 are able to view workflow steps that they performed by clicking the View My Task 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.

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  • 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

Designer users, tenant admins or workflow admins click the Modify this Task 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.

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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.

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If all the Submission Status boxes are unchecked and the Submit button is clicked, the following warning displays:

This message will clear if you click the Reset button.

Filter Form

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or Workflow by data

You must select a form/workflow for the Filter Form/Workflow by data 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. Metadata fields are not included. You can specify up to 100 rows of filter criteria.
 

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Users that are designated as Workflow Admins for individual workflows  see this screen when they click the  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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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

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