Tasks

View pending and completed tasks that have been assigned to you.

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What is a Task?

In simple terms, a "Task" represents an activity or work a Request participant must do. This activity may be information that must be provided, reviewed, approved, decided about, or otherwise acted upon via ProcessMaker Platform. However, a Task may also be an activity that occurs in the physical environment in which ProcessMaker Platform is not involved: moving inventory containers or making a phone call, for example. People participate in Processes through Tasks.

For example, each of the following are Tasks that you might use for a purchase process:

• An employee enters information about the purchase request, such as items to be requisitioned.

• A manager approves or rejects the purchase request.

• The purchasing manager enters information on a vendor website to order approved items.

• Warehouse personnel move purchased inventory for shipping.

• Self-service a Task to review a purchase request by assigning that Task to yourself from a queue of Tasks.

View Assigned Tasks

The To Do page displays all Tasks that are assigned to you.

Follow these steps to view your assigned Tasks:

1. Ensure that you are logged on to ProcessMaker Platform.

2. Click the Tasks option from the top menu. The To Do Tasks page displays. Tasks that display on this page are assigned to you.

Click the To Do icon from the left sidebar to view Data and Charts about your assigned Tasks.

Below is an example of the To Do Tasks page that displays your assigned Tasks.

Columns in the To Do task list

The To Do Tasks page displays the following information in tabular format about your assigned Tasks:

• Case #: The Case # column displays the Case number associated with the assigned Task.

• Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Case based on Request variable values for that Case. Click the Request name to view the Request summary. Process Managers specify which Request variables to reference from that Process's configuration.

• Flag: The Flag column displays in two ways:

  • If the flag is red-colored, it means the task is highlighted as important.

  • If the flag is not colored, it is not important. You can click the empty flag to highlight it as important.

• Process: The Process column displays the Process name associated with the Request.

• Task: The Task column displays the name of the assigned Task.

• Status: The Status column displays the status of the Task. Since all Tasks in the To Do Tasks page are Tasks you have not completed, all Tasks display with the In Progress status green colored.

• Due Date: The Due Date column displays the date and time the Task is due. If - displays, then no due date was set to the Task. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.

View High Priority Tasks

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Follow these steps to view your high priority Tasks:

1. Ensure that you are logged on to ProcessMaker Platform.

2. Click the Tasks option from the top menu. The Inbox tab displays by default.

3. Click the Priority tab to view all tasks flagged as urgent. Click the priority flag icon at any time time to mark the task as normal priority.

   

Columns in the Priority task list

The Priority tab displays the following information in tabular format:

• Case #: The Case # column displays the Case number associated with the assigned Task.

• Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Case based on Request variable values for that Case. Click the Request name to view the Request summary. Process Managers specify which Request variables to reference from that Process's configuration.

• Flag: The Flag column is red-colored, which means the task is highlighted as important.

• Process: The Process column displays the Process name associated with the Request.

• Task: The Task column displays the name of the assigned Task.

• Status: The Status column displays the status of the Task. Since all Tasks in the To Do Tasks page are Tasks you have not completed, all Tasks display with the In Progress status green colored.

• Due Date: The Due Date column displays the date and time the Task is due. If - displays, then no due date was set to the Task. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.

View Drafts

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When completing a step, your status is automatically saved as a draft if you fill out the associated screen but do not submit the task. All such tasks are stored in the Drafts tab for you to resume later.

Follow these steps to view your draft Tasks:

1. Ensure that you are logged on to ProcessMaker Platform.

2. Click the Tasks option from the top menu. The Inbox tab displays by default.

3. Click the Drafts tab to view all your drafts.

   

Columns in the Draft task list

The Drafts tab displays the following information in tabular format:

• Case #: The Case # column displays the Case number associated with the assigned Task.

• Case Title: The Case Title column displays the title of the Case. The Case title may vary for each Case based on Request variable values for that Case. Click the Request name to view the Request summary. Process Managers specify which Request variables to reference from that Process's configuration.

• Flag: The Flag column displays in two ways:

  • If the flag is red-colored, it means the task is highlighted as important.

  • If the flag is not colored, it is not important. You can click the empty flag to highlight it as important.

• Process: The Process column displays the Process name associated with the Request.

• Task: The Task column displays the name of the assigned Task.

• Status: The Status column displays the status of the Task. Since all Tasks in the To Do Tasks page are Tasks you have not completed, all Tasks display with the In Progress status green colored.

• Due Date: The Due Date column displays the date and time the Task is due. If - displays, then no due date was set to the Task. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.

View Completed Tasks

The Completed Tasks page displays all your completed Tasks.

Follow these steps to view all your completed Tasks:

1. Ensure that you are logged on to ProcessMaker.

2. Click the Tasks option from the top menu. The To Do Tasks page displays.

3. Click the Completed iconfrom the left sidebar. All your completed Tasks display.

Below is an example of the Completed Task page that displays your completed Tasks.

"Completed" Task page displays Tasks you have completed

Columns in the Completed task list

The Completed Task page displays the following information in tabular format about all your completed Tasks:

• #: The # column displays the Task number.

• Task: The Task column displays the name of the assigned Task.

• Status: The Status column displays the status of the Task. Since all Tasks in the To Do Tasks page are Tasks you have not completed, all Tasks display with the In Progress status green colored.

• Request: The Request column displays the Request associated with the assigned Task. Click the Request name to view the Request summary.

• Assignee: The Assignee column displays your avatar since all Tasks in the To Do Tasks page are assigned to you.

• Completed: The Completed column displays the date and time the Task is completed. If - displays, then the Task was not completed. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.

Preview a Task

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Optionally, when viewing your assigned tasks, preview a Task by hovering over a row, then, clicking the Preview icon for that Task. The Preview pane streamlines and accelerates completing your Tasks. Directly interact with information and complete your work without navigating away from the Task list.

To Do Tasks page displaying the preview of a Task

The Preview pane appears to the right of the To Do Tasks page to display the screen for the previewed Task from the list. After previewing a Task, optionally do any of the following:

• Reposition your mouse to the Task list to browse other Tasks without closing the Preview pane. You can then click on any Task in the Task list to display it in the Preview pane.

• Click the Prev button or Next buttons from the Preview pane to view the previous or next Task in the list, respectively. The Prev button is disabled if the first Task in the list previews. Likewise, the Next button is disabled if the last Task in the list previews.

• Click the icon from the Preview pane to clear data in the form displayed.
• Click the icon from the Preview pane to fill data with previous task data from the case.
• Click the icon from the Preview pane to highlight the task as important.
• Click the icon from the Preview pane to assign the task to another user.
• Click the icon from the Preview pane to open that Task. Opening the Task displays its Task summary.

Open a Task

Hover over the row, click the menu, and then select the Open Task option for the Task you want to open.

View a Request Associated with a Task

To view a Request summary, do one of the following:

• From the Case # or Case Title column, click the link for the assigned Task.

• Hover the row, then click the menu, and then select the Open Request option for the Request associated with the Task.

Search for a Task

In the Search here field, use Request data to search for Tasks on this page based on the following criteria:

• Request: Search using one or more Requests based on the Process names associated with the Request(s).

• Task: Search using one or more Task names as part of your search criteria.

• Status: Search using one or more of the following Task statuses:

  • In progress: Include Tasks that are assigned to you which are in progress or not started as part of your search criteria.

  • Completed: Include Tasks that are you have completed as part of your search criteria.

  • Self service: Include Tasks that you can assign to yourself, but have not yet been assigned.

See search for Tasks.

Save the Settings of a Search

You may save search parameters and share them with other users and groups by clicking the Save Search button. See Create and Share a Saved Search.

If the Saved Searches package is not installed, the Save Search button is not available.

Be Reminded of Overdue Tasks

A message displays above your assigned Tasks showing how many of those Tasks are overdue.

Furthermore, the due dates for overdue Tasks display in a different color in the Due column than Tasks that are not overdue.

No Assigned Tasks?

If there are no assigned Tasks, the following message displays: You don't currently have any tasks assigned to you.

Display Information the Way You Want It

Control how tabular information displays, including how to sort columns or how many items display per page.

Go to Home

Click the Home to go to the Request Participant Welcome Screen.

Related Topics

Search for a Task

Open a Task

Business Rules

Self-Assign Tasks from a Queue

Task Details and Comments