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  • 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

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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. 

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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 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.

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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.

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

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Workflows designed with an Email/Anonymous Task step will show the task in a WAITING state.

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.

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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. 

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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.

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  1. 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/workflow
  2. 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
  3. PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
  4. SUBMITTED: This will return all tasks which are completed, i.e. the form/workflow for which this task was created has been submitted
  5. ABORTED: This will return all the tasks that were deleted/aborted so the form/workflow never got submitted
  6. WAITING: 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.

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

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Expand
titleClick here for information about setting up Searchable fields in your forms/workflows.

Excerpt Include
Form Setting PropertiesForm Setting PropertiesEdit Settings
Edit Settings
nopaneltrue

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

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.

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.
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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 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.
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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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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.

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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.

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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

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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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Embedding Your Task List

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