How to add a task to a Workflow - long version Follow

Pre-requisites: You need the appropriate configuration permission to create workflows. You need a Workflow frame setup prior to add task groups or tasks.
    Topics Covered
  • Creating a Task
  • Task Types
  • Permissions
    Target Users
  • Organization Administrators
    Required Permissions
  • Manage Workflows

Introduction

To fill a workflow with task groups and tasks you can create tasks form multiple types from a simple questions, checklist, signatures, to forms. We explain here how to create a task and which task types are available. Permissions are needed for a task to allow the assigned user to work with the workflow. We have categories to make it easier to tailor you workflow to your posts need. Before adding single tasks you have to create a task group. 

This is the long all in one version and you will find shorter versions at our knowledge base.

 

 

Creating a task

Please navigate to the Organization Administration with clicking on this icon

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This opens a window with the post Organization Management. At the left side menu you can see the 'Workflow Configuration'. Click on 'Workflows'

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In this view you can see all Workflows which got created and you can pick the one you want to add tasks. (In this example we work with the 'IRM - assign a laptop to LES')

To edit this workflow click on the pencil at the right side

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In this view you see the properties of the workflow at the top, we already explained those in a separate article, and you have to add a task group first with clicking 'Task Group' at the bottom of the screen

 

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Type the name of the task group at the Display Label field and set permissions for this task group. The permissions which we are setting here is about who can edit the task group. The permissions are not meant about who will work with the task later.

In our example we want the Post Administrators and the IRM Service Provider group to edit the task group on the single tasks.

The permissions options are

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As you can see we have different tabs at this view, let me explain them quickly, you can set Dependencies for a task group, Criteria and Milestones.

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Dependencies Tab:

We have four different Dependencies option for you, which are defining if something needs to get done first.

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Dependency on Task Completion:

You need this if you want another task to be accomplish prior to start this task group

Dependency on Yes or No questions:

This will be used if you depend on a task to be answered with 'yes' or 'no'. For example you ask if the Employee has to answer a question with 'yes' to start this task group

Dependency on Data Collection:

The task group just can get used after special data are collected

Dependency on Assignment field Values:

You just can work with this Task Group if a value at the assignment of the employee has a value entered.

Criteria Tab:

If you have a special criteria when this task group should be used you can enter them here. For example you just want this workflow get started if a user is a member of a special group or another agency. There are two options:

'Task applies to everyone'

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and 'Task applies to those the meet the following criteria'

Just add your criteria with clicking on 'add filter'

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and chose from the dropdown

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and add your value like shown below

 

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Milestones tab:

A milestone is a simple visual indicator if a worfklow or a special task is accomplished. You have to create the milestone first (will be shown in a separate article how to create one) and here you can add it. Just click on the drop down to see the pre-defined milestone you want to use.

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After all those settings are done click the 'Save' botton at the right upper corner of the view

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Your task group is created and now we can start to add as many tasks as we need for this workflow.

Adding a Task

Now we are ready to add a task to the workflow task group.

Your see three buttons.

  • Task - to be used for a single task
  • Task group - to be used for a task group 
  • Fillable Form - to be used for a Form task group

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To add a task click on 'Task' and a drop down will open with a list of task types (will get explained below in this article), to keep is simple for now click on 'Checklist Task'

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At the upper part of the screen we enter the name of the task, to whom the task is assigned and provide instructions for the user. Yellow fields are mandatory fields and need to get information. White fields are optional, but it is nice to give that information to the user.

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At the second part of the screen we have to add the questions for the checklist. We can add as many questions as we need. You can mark the questions as optional or you can delete the question with the 'Delete' button at the very right side.

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As you can see at the screen shot above we have several tabs to set up properties for this task.

Let's go through them quickly

Permissions Tab:

Here you can see the permissions for the task and who is able to work with this. The fields in gray are inherited from the assignment field at the first part of the screen.

In our case the Employee is assigned

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and has 'view/edit' permissions. This means, that the Employee will be able to fill the information at the questions. The Employee is not able to change the task itself.

The Service Provider groups inherited the permissions from the task group and they are able to see and work with the information the Employee provided. it also allows the Service Providers to add information like advised by the Employee or to correct wrong entries.

We can also set permissions for all other Service Provider groups which are not explicitly mentioned with permissions. We have the options like for the Employee or the assigned Service Provider groups, 'None' and 'Edit/View'

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And now you a question here:

What are the other two fields for?

We can assign permissions to the Supervisor of the Employees if needed with the same options 'None' or 'View/Edit'. Per default this permission is set to 'None'

If a task should be available for a Sponsor, this belongs more to tasks for incoming or outgoing Employees, you can add the Sponsor group from the drop drown.

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Here are the options for you 

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Dependencies Tab:

Here you can set the same dependencies like shown above for the Task Group. You have the same four options available.

Criteria Tab:

You have the same options for the criteria like shown above for the Task Group.

Milestones Tab:

You have the same options like shown above for the Task Group. Please be aware of, that a milestone just get get used one time. 

Notification Tab:

This is the place where you can set up notifications for this task only and there are two options: a Status Notification and a Deadline Notification.

mceclip6.pngThe Status notification has two options:

  • Ready to Begin
  • Task Completed

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Now you have to set the delivery method. The system notification will show up at the top navigation bar and the number next the bell shows how many new notifications arrived for you

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After the delivery method you have to address who should receive the message. The 'Assigned User(s)' option includes everybody who is assigned to the task.  

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Supporting Files Tab:

If you want to upload a file to be downloaded from this task, you can upload the file here

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A good example could be a housing questionnaire

 

 

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