Basic Path
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.
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Request codes displayed in black indicate that the activity does not have a deadline set, or that it is not late. Codes displayed in red indicate that the activity has exceeded the established execution deadline.
04. In the Task List tab, click Add activity to include new activities to the process, if necessary.
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The Task List tab is only displayed when the respective task is associated to an Ad Hoc process. The tab allows adding new tasks to ongoing processes until a solution is established for the issue under assessment.
Additional details on the information requested upon adding activities are available in the List Tasks.
05. Select the Form tab to complete the form.
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The fields displayed in the form are previously defined through the Form Configuration feature, which allows you to standardize the format, availability and fields to be filled out in a certain activity. If the process does not have a form definition associated with it, the Form tab will not be displayed.
06. Select the History tab to view the history fir the history.
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The History tab presents the record of all movements done in the request, what were the activities run until the moment, the person responsible and the date when each activity was run, as well as the notes made by each user. When a process request is being started, the History tab will not be presented. The history will only be shown after the first movement record for the respective request.
07. If annotations need to be made, access the Annotations tab.
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The Annotations tab allows the user to register the hours worked annotations in the activity execution. If the activity does not control the activity through annotations, the Annotations tab will not be displayed. To add a new annotation, you should enter the date and time spent and click the Save button. To delete an annotation, just click the recycle bin icon next to the annotation record.
08. Select the Notes tab to enter notes regarding the performance of an activity.
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The Notes tab allows the user to register comments about the activity execution. These comments will be stored in the request’s history.
09. Select the Attachments tab to add attachments to the request.
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The Attachments tab allows the user to attach any document type existing in the platform to the request or upload of new files. You can also delete existing attachments or post the attached documents by upload in the platform. The execution of these actions depends on the attachment security configuration for the process.
10. Select the Process tab to view the process flow.
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The Process tab allows you to view the flowchart of a process, allowing for an easy identification of the current activity and verification of the forward and backward flows.
11. In the Decision area, select an option in the Send to activity field.
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The activities found in the selection box are the forward or backward activities that are configured for the respective activity.
12. In the Decision area, select an option in the field with the user.
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The chosen user will be the person responsible for the activity chosen in the Send to activity" field. In some situations, this option will not be displayed. This occurs when the activity chosen in the "Send to activity" field has some assignment condition that does not need to select the user, such as a POOL assignment mechanism for Group or Role or a joint activity for all users. You can also search for the desired user by entering his/her name in the Search field.
13. Click Send.
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By clicking the Send button, the request will be moved to the next activity chosen in the "Send to activity" field. You can also click the Save button; however, that way the request remains in the current activity, only saving data entered.
Alternative Path(s)
Search task
01. In the tab Due tasks, click the settings icon (gear) located on the right corner of the search field that is just below the task totals.
02. Select one of the available options to search tasks.
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Available options:
- All fields: when selected, it specifies that the search will be performed by the content of any request field but only among the tasks on the current page;
- Request: when selected, it specifies that the search will be performed by the number of the request, considering all the due tasks;
- Identifier: when selected, it specifies that the search will be performed by the identifier of the request, considering all the due tasks.
03. Enter the value by which the search will be performed, according to the selected option.
04. Press the task search icon (magnifying glass).
05. View the task found.
Execute Movements in Block
01. Select the Task Central feature in the main menu.
02. Select Due Tasks.
03. Select the requests you wish to move in block.
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Upon performing a movement in block, the selected requests must comply with the following premises:
- Requests must be from the same process and version;
- Requests must be located in the same activity;
- The activity must not be password protected nor require annotations.
When performing a movement in block, it is also not possible to enter form data (if the request has a form) and post attachments.
04. Click Movements in Block.
05. Choose the desired activity in the Send to Activity option.
06. Select the user in the With user(s) field.
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The chosen user will be the person responsible for the activity chosen in the Send to activity" field. In some situations, this option will not be displayed. This occurs when the activity chosen in the "Send to activity" field has some assignment condition that does not need to select the user, such as a POOL assignment mechanism for Group or Role or a joint activity for all users.
07. If necessary, fill out the Notes field (this note must be the same for all requests selected).
08. Click Confirm.
09. Upon confirming the movement in block, a screen containing the movement log for each request will be displayed.
Speaking of Viewing Due Tasks...
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.