- You clicked the save icon on a form or workflow which had the saved/load feature enabled.
- A 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 space
, may have to click on the Important Items tab to access the Task List. The icon 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.
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 Tasks page displays a list of all your pending tasks by form/workflow name. Each task has it's own menu of actions:
- 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 add a comment, approve or reject, sign and pass it to the next user in the workflow. Quick View is enabled by the designer. See below for the details.
- 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 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 workflow administrator, tenant admin or a designer user.
- Lock the task so you can perform it later.
- Unlock the task and return it to the task pool.
- 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 each time you clicked save.
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 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.
- The task can be continued (displayed for pending events, and pending workflows) - 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 workflow that the user performed. The legacy anonymous task is also supported. Refer to View My Task for the details
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.
Use the history message property to add custom messages to the audit trail for the steps of a workflow.
The audit trail will log an entry each time the workflow navigates to a different user and each time the current user saves the workflow. The audit trail will log a single entry when the same user performs multiple steps. You can configure the Save on Navigate feature if you want to see an entry in the Audit Trail each time the workflow navigates to a different step even if they are performed by the same user.
Anonymous Steps and the Audit Trail
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 was sent to.
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.
View My Task
Users logged into
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.
The new employee completes the first four steps and sends the workflow to HR for processing.
The Audit Trail will show the Next button to navigate through all four screenflow steps.
View icon on the step pending for HR. The employee clicks the View icon and the workflow opens on the Employee Information step. The employee clicks the
- 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.
If your workflow was created in a version of Live Forms 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.
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 Modify this Task icon to abort/reassign/reset tasks. This icon only appears on those user's task list.
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
tenant. You can send the workflow back to this person with a reset to an email address.. All signatures in workflow steps along the way will be removed - the user will have to sign again. You cannot reset a task to a Summary Step.
Aborting a Task
Aborting a task removes it from all task lists. Aborted tasks can never again be performed or submitted so use this action with care. This action is permanent and cannot be reversed.
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.
- Click theabort this task icon
Check the "Yes" checkbox after clicking the modify this task icon.
Aborting a task removes it from all task lists. Aborted tasks can never again be performed or submitted so use this action with care.
Designer users and workflow administrators will see theabort 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.
Reassigning a workflow task to another user/role can be done automatically via workflow escalation or performed manually by administrators. Tenant/workflow 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.
The Task Search history only displays forms and workflows which have the "show Show in historyHistory" 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.
You can only search for tasks of one form or workflow. You can search for tasks by:
Here is an explanation of the available states:
- SAVED/PENDING: This will give you all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/workflowSAVED: 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 The WAITING status can be used to find workflow tasks that have an Email or HTTP activity. A submission will show a state of WAITING when a workflow is routed to an anonymous user and the workflow is suspended until the this step is completed 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" check box and aborted tasks will be excluded from the search results. Conversely, if you only want to see " Aborted" tasks, uncheck the Saved, Submitted, Waiting and Pending checkboxes. You can select more than one status for your search criteria.
If all the Submission Status boxes are unchecked and the Submit button is clicked, the following warning displays:
This message will not clear if you hit click the Reset button. Cancel out of the Task Search to clear it.
Filter Form/Workflow by data
|title||Click here for information about setting up Searchable fields in your forms/workflows.|
|Form Setting Properties||Form Setting PropertiesEdit Settings|
|title||Click here for information about setting up search criteria using fields from your form/workflow.|
The Filter Form/Workflow by Data 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 filter logic can be edited using ANDs and ORs, etc.
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/Time||is equal to|
|is not equal to|
|is on or before|
|is on or after|
|is within last|
|contains a value|
|does not contain a value|
|Number, Money, Quantity||is 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, Checkbox||contains|
|does not contain|
|is equal to|
|is not equal to|
|contains a value|
|does not contain a value|
|Boolean Checkbox||is equal to|
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 Type||Condition||Value Entry Field Type||Notes|
|Date||Any except 'is within last'||Date Picker|
|Time||Any except 'is within last'||Time Entry|
|DateTime||Any 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".
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:
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 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 Simple PO Purchase Order Workflow is selected from the Form/Workflow dropdown 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 ClientName field is Bravo. icon and adds another line where the value of the
- 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.
Workflows only appear in your search results if you performed one or more steps in the workflow. Workflows will NOT appear in your search results just because it was at one point in time on your task list but was performed by a user other than you. For example if a workflow is on your task list because you have the role (ex: Managers) to which a particular workflow step is assigned, but this step is performed by another user with that role, then this task will not appear in your search list.
Select a Form/Workflow from the dropdown and search box (type a keyword and select from matching options) and the Filter Form/Workflow by Data table becomes visible and enabled. The Filter Form/Workflow by data topic explains how to set up filters using form/workflow fields.
The tenant admin search screen includes an additional For Admin User Only section. This section gives the tenant admin the ability to search tasks by user name, tasks by a particular user in a locked state and all locked tasks
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.
Embedding Your Task List