The Due Tasks option shows all tasks originated in process requests and assigned to the respective user. In this case, the user must execute the task in order to continue the process flow.
Whenever the respective user initiates a "List Tasks" process, a Create Task activity is assigned to due tasks. Through this main task, in the Task List tab, the requester can check the status of ongoing tasks and create new tasks which may be necessary for the process as a whole. It is also possible to cancel tasks that are no longer required for continuity of the process.
Attention
It is only possible to move the main task to the solution application phase after all tasks previously created or generated during the process have been completed.
01. From the main menu, click Task Central.
02. Click on the Due Tasks tab.
03. Select the task to be finished. To open it, click on the code.
When the task is displayed in black, it indicates that it has no set deadline or is not late. And when it is red, it indicates that the task is behind schedule.
01. On the Completing Tasks tab, click on the configuration icon (gear) located in the right corner of the search field that is just below the task totals.
02. Select one of the available options for finding jobs.
The available options are:
All fields: when selected, determines that the search will be performed by the contents of any field of the request only between the tasks of the current page;
Request: when selected, determines that the search will be performed by the request number considering all tasks to complete;
Identifier: when selected, determines that the search will be performed by the request identifier considering all tasks to complete.
03. Enter the value by which the search will be performed, according to the selected option.
04. Activate the task location icon (magnifying glass).
05. View the localized task.
01. Activate Filter, located in the action bar.
Clicking this option displays the window where you can define criteria to apply when filtering tasks. More information can be obtained from Filters.
01. In the task list to complete, select and open the task from which you want to view the details of the request to which it belongs.
When you open the task you can view the details of the request to which it belongs, such as the process diagram, the form, the attachments, and more. More information can be found in Viewing Request Details.
01. In the task list to complete, trigger the code of the task to be executed.
To perform a task you must be responsible for the current task of the request or be the process manager.
02. Fill in the form data, if any.
The fields displayed in the form are previously defined using the Form feature, which allows you to standardize the format, availability and fields to be filled in a certain activity.
03. If desired, click on the Details tab to view more information about the process, its diagram and instructions.
The flow diagram of a process facilitates the identification of the current task and the verification of the possible advance and return flows
04. If desired, click on the Add-ons tab to view or enter comments on the task.
This tab allows you to view the log of all the movements made in the request, what were the activities performed to date, the person responsible and the date of execution of each activity, attachments, as well as the observations made by each user.
05. To insert a note, in the field that appears, insert the comment and click Add Add.
06. If desired, click on the Attachments tab to view the documents attached to the request or attach others.
This tab allows you to view the documents that are attached to the request. It is also possible to attach to the request any type of document that exists on the platform or to upload new files. You can also delete existing attachments. Performing these actions depends on the attachment security setting that is configured for the process.
07. To add an attachment, click Load File - to attach a file by upload - or Search in ECM - to attach a document that is already posted to the platform.
08. Find the document and confirm.
09. Activate the AdHoc tab to view the list of activities that are composing the process and its details or add new activities in the process.
This tab is only displayed when the task in question is related to an Ad Hoc process. In it you can add new tasks in the process in progress until a solution is found for the problem being analyzed. More details on the information requested in the inclusion of activities can be obtained in List tasks.
10. Add activity to add new activity to the process, if necessary.
11. Activate Send.
The Send option allows you to move the request to the next activity to be chosen in the Next Activity field of the window that will be displayed. It is also possible to only save the data entered in the task by pressing Save, displayed when triggering the arrow located on the Send side. However, this saves the entered information and the task stays in the Task Center. In addition, you can discard all changes made to the task by clicking Discard, displayed by clicking the arrow on the Send side. In this way, all modifications made to the task are discarded and it is still pending execution.
12. In the window that appears, set the requested information.
Next activity
Activity to which the request will be forwarded. The activities that appear in the check box are the forward or backward activities that are configured for the activity in question.
Responsible
User who will be responsible for performing the activity to which the request will be forwarded. The chosen user will be responsible for the activity chosen in the Next activity field. There are cases where this option is not displayed, this occurs when the activity chosen in the Next activity field has some assignment condition that does not need to select the user, such as a group or paper pool allocation mechanism, or a joint activity for all users.
Password
User executor's task password. This field is only displayed when it was set in the process that the password must be requested when performing this task.
Appointments
Time taken to execute the task in hours. This field is only displayed when you set the process to timekeeping when performing this task.
Repository
Repository in which is the digital certificate that will be used to digitally sign the task. This field is only displayed when the task in question requires digital signature.
Certificate
Certificate that will be used to digitally sign the task in question.
13. Trigger Send.
Shortly after triggering Send, the user can define which action to take. The available options are described below:
By clicking on the request number or on the Access request link, the user will be redirected directly to the request.
01. In the Tasks to Complete list, select one of the requests.
02. When selecting and opening the request, on the arrow next to the Send button, select the Cancel request option.
It will be possible to cancel a request by means of the move when the requesting user or a process manager is the one who initiated the request.
01. In the task list to complete, select the task to be transferred to another user.
02. Activate the arrow located on the right side of Send.
03. Activate Download.
04. In the window that appears, enter the user to whom the task execution will be transferred.
05. Activate Download.
06. In the confirmation message that appears, click Finish.
01. Activate Export, located in the action bar.
Clicking this option generates a spreadsheet containing all the tasks to be completed by the user from which the tasks are being viewed.
01. Activate Update, located in the action bar.
When this option is pressed, the completed task list is reloaded and updated.
01. In the to-do list, select all tasks that must be moved in bulk.
When performing a block move the selected requests must meet the following premises:
When performing a block move, it will not be possible to enter data in the form, if the request has a form, and publish attachments.
02. Drive Block movement, located in the action bar.
03. Define the requested information.
The information requested is:
Send to activity
Activity for which all the requests selected for the block move will be sent.
Comments
Brief description or information that will be added to all the requests being moved.
04. Turn on Drive requests.
05. Confirming the block move will display a screen with the number of requests and their status.
If any of the requests present an error during the move, the other requests will be handled correctly, without interruption. In the status field, you can check the reason for the inconsistency.
Attention!
This documentation is valid from update 1.6.4 - Waterdrop. If you use an earlier version, it may contain information different from what you see in your platform.