Tasks

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

What is a Task?

In simple terms, a "Task" represents an activity or work that a Request participant must complete. This activity may involve providing, reviewing, approving, deciding upon, or otherwise acting on information. However, a Task can also be an activity performed manually by a participant, without ProcessMaker Platform involvement, such as moving inventory containers or making a phone call.

People participate in processes through Tasks. For example, each of the following are Tasks you might use in 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 Tasks

View Assigned Tasks

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

Follow these steps to view your assigned Tasks:

Ensure that you are logged on to ProcessMaker Platform.
Click the Tasks option from the top menu. The To Do Tasks page displays and shows the tasks assigned to you.

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

Preview a Task

Plan Availability:

The Preview pane streamlines and accelerates task completion. When viewing your assigned tasks, preview a Task by hovering over a row, and then clicking the Preview icon for that Task. Directly interact with information displayed in the form and complete your work without navigating away from the Task list.

The Preview pane appears to the right of the To Do Tasks page to display the screen for the task being previewed.

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

Following actions can be performed from the Preview Pane:

Click the Clear Draft icon to clear a saved draft of the form. Learn more about saving drafts.
Click the Quick Fill icon to fill data with previous task data from the case. Learn more about Quick Fill.
Click the Priority icon to highlight the task as important. Learn more about setting task priority.
Click the Reassign icon to reassign the task to another user. Select a user from the list and click Assign to complete the reassignment.
Click the Open icon to open that Task. Opening the Task displays its Form. Learn more about opening a task.

Completing a Task from the Preview Pane

Follow these steps to complete a task from the Preview Pane:

Hover over a task, and click the Preview icon to view the Form for that task.
Complete the form and submit it. The task list will refresh to complete form submission and display an updated list of tasks.
Hover over another task to preview it or click on the task name to open it.

Task Management

Here are some guidelines on how to manage tasks in your Inbox.

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 based on the following criteria:

Request: Search based on the Process names associated with the Request(s).
Task: Search using 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
- Completed: Include Tasks that are you have completed
- Self service: Include Tasks that you can assign to yourself

For more information, 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 . For more information, see Create and Share a Saved Search.