Manage pending and completed tasks that have been assigned to you.
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View Tasks that you can self-service yourself to completion.
In some business situations it is beneficial to assign yourself Tasks. For example, a team of Support agents that answer customer questions for a product or service can provide faster customer service by self-assigning Tasks from a queue: the next available Support agent views the queue of self-service Tasks, and then assigns one to himself. After self-assigning a Task, that Task is no longer in the queue of self-assignable Tasks; the self-assignee must complete that Task to completion or reassign that Task to another user if option is available for that Task.
Both Tasks and Manual Tasks can be configured for self-service.
If a self-assigned Task is then reassigned to another user, that Task no longer can be self-assigned.
Follow these steps to view the queue of self-service Tasks from which to assign to yourself:
Ensure that you are logged on to ProcessMaker.
Click the Tasks option from the top menu. The To Do Tasks page displays.
Click the Claim Task button to self-assign this Task. This Task moves from the Self Service page to your To Do Tasks page, and its status changes to In Progress.
Below is an example of the Self Service Task page that displays queued Tasks from which you can assign to yourself. The Saved Search package is not installed in this example.
The Self Service Task page displays the following information in tabular format about all your completed Tasks:
Task: The Task column displays the name of the Task. Click the Task name, and then click the Claim Task button to self-assign that Task.
Request: The Request column displays the name of the Process associated with the Request. Click the Process name to view the Request summary.
Assignee: The Assignee column in other Task-related pages displays the user assigned a Task. Since all Tasks in the Self Service page are Tasks that have not been self-assigned, the Assignee column displays no information.
Due: The Due column displays the date you completed was due. If n/a 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.
To view a Task and its summary, do one of the following:
From the Task column, click the Task name that you want to view, and then click the Claim Task button.
To view a Request summary, do one of the following:
From the Request column, click the Request for the completed Task.
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.
You can do basic and advanced searches for Tasks.
If the Saved Searches package is not installed, the Save Search button is not available.
If you have Tasks in the To Do Tasks page, a message displays above your completed Tasks how many overdue Tasks you have.
If there are no self service Tasks assigned to your group, the following message displays: No Results.
Control how tabular information displays, including how to sort columns or how many items display per page.
Search for any Task that has been assigned to you.
Follow these steps to do a basic search for a Task:
Ensure that the basic search settings are displaying on the Tasks page you are viewing.
Use Request data to search for Tasks based on the following criteria:
Search using one or more of the following Request statuses:
In progress: Include Tasks that are in progress or not started as part of your search criteria. Tasks that are in progress are included by default when searching for Tasks on the To Do page.
Completed: Include Tasks that are completed as part of your search criteria. Tasks that are completed are included by default when searching for Tasks on the Completed page.
Self service: Include Tasks that you can assign to yourself, but have not yet been assigned. Self service Tasks are included by default when searching for Tasks on the Self Service page.
Follow these guidelines to do an advanced search for a Task using PMQL:
Ensure that the advanced search setting is displaying on the Tasks page you are viewing.
Click the Self Service iconfrom the left sidebar. The queue of self-service Tasks displays.
Status: The Status column displays the status of the Task. Since all Tasks in the Self Service page are Tasks that may be self-assigned, all Tasks display with the Self Service status, represented by the icon.
Click the Open Task iconfor the Task name that you want to view, and then click the Claim Task button.
Click the Open Request iconfor the Request associated with the Task.
If the Saved Searches package is installed, 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.
Click the To Do icon in the left sidebar to view which of your assigned Tasks are overdue.
Do or searches for Tasks. To do basic or advanced searches for Tasks, view one of the following Tasks pages:
To Do Tasks page. See .
Completed page. See .
Self Service page. See .
View one of the Tasks pages described in the of this topic.
If not, then click the Basic Search button.
Request: From the Request setting, select one or more Processes associated with a Request as part of the search criteria. Type into the Request setting to filter Processes associated with Requests that display in that setting's drop-down menu. To remove a Process that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Task: From the Task setting, select one or more Task names as part of the search criteria. Type into the Task setting to filter Tasks that display in that setting's drop-down menu. To remove a Task that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Status: From the Status setting, select one or more Task statuses as part of the search criteria. Type into the Status setting to filter statuses that display in that setting's drop-down menu. To remove a status that is currently selected, click theicon for that selection or click Enter
when the drop-down is visible.
Click the Search buttonto search for Requests based on your entered criteria.
Optionally, if the is installed, save and share the Task search by clicking the Save Search button. See .
To , do one of the following:
Click the Open Request iconfor the Request that you want to view its summary.
See .
Use the ProcessMaker Query Language () to compose an advanced search for Tasks.
also use PMQL, but basic searches provide a user interface. Configure a basic search, and then click the Advanced Search buttonto see the PMQL. This may help you learn how to use PMQL.
View one of the Tasks pages described in the of this topic.
If not, then click the Advanced Search button.
In the PMQL setting, enter your PMQL parameters that compose your advanced search. See .
Note that PMQL searches for that have not been self-assigned by a user do not use the because self-service Tasks do not have a Task assignee. Therefore, the _user.ID
Magic Variable is not available when doing advanced searches for self-service Tasks.
Click the Search buttonto search for Tasks based on your entered criteria. If there is no search criteria in the PMQL setting when the Search button is clicked, the following message displays: Search query is empty. Please add search attributes or PMQL before saving.
Optionally, if the is installed, save and share the Task search by clicking the Save Search button. See .
To , do one of the following:
Click the Open Request iconfor the Request that you want to view its summary.
See .
View all your completed Tasks.
The Completed Tasks page displays all your completed Tasks.
Follow these steps to view all your completed Tasks:
Ensure that you are logged on to ProcessMaker.
Click the Tasks option from the top menu. The To Do Tasks page displays.
Below is an example of the Completed Task page that displays your completed Tasks. The Saved Search package is not installed in this example.
The Completed Task page displays the following information in tabular format about all your completed Tasks:
Task: The Task column displays the name of the completed Task. If you click the Task name, the Task title displays with the following message: Task Completed along with information about the completed Task.
Request: The Request column displays the name of the Process associated with the Request. Click the Process name to view the Request summary.
Assignee: The Assignee column displays the avatar for the username to whom the Task was assigned. Hover your cursor over a user's avatar to view that person's full name.
Due: The Due column displays the date you completed was due. If n/a 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.
To view a completed Task and its summary, do one of the following:
From the Task column, click the Task name that you want to view.
To view a Request summary, do one of the following:
From the Request column, click the Request for the completed Task.
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.
You can do basic and advanced searches for Tasks.
If the Saved Searches package is not installed, the Save Search button is not available.
If you have Tasks in the To Do Tasks page, a message displays above your completed Tasks how many overdue Tasks you have.
If you have not completed any Tasks, the following message displays: You don't currently have any tasks assigned to you.
Control how tabular information displays, including how to sort columns or how many items display per page.
Understand what Tasks are in ProcessMaker Platform.
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 Tasks that are assigned to you that you have not completed.
The To Do page displays all Tasks that are assigned to you.
Follow these steps to view your assigned Tasks:
Click the Tasks option from the top menu. The To Do Tasks page displays. Tasks that display on this page are assigned to you.
The To Do Tasks page displays the following information in tabular format about your assigned Tasks:
Assignee: The Assignee column displays your avatar since all Tasks in the To Do Tasks page are assigned to you.
From the Task column, click the Task name that you want to view.
From the Request column, click the Request for the assigned Task.
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.
If the Saved Searches package is not installed, the Save Search button is not available.
A message displays above your assigned Tasks 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.
If there are no assigned Tasks, the following message displays: You don't currently have any tasks assigned to you.
View the summary for a Task.
Follow these steps to view the summary for an assigned Task:
Do one of the following to view the Task from which to view its posted comments:
Below is an example of a Task summary.
The assigned Task displays in the Form tab. The Form tab displays by default when an assigned Task is opened. The Form tab displays information differently depending on whether ProcessMaker Platform is involved in the task's activity:
Your user account or group membership must have the "Requests: Edit Task Data" permission to edit Task data unless your user account has the Make this user a Super Admin setting selected.
The Data tab displays in JSON format the data a previous participant of this Request entered. Values in the Data tab can be changed from those entered by the previous Request participant.
Follow these steps to edit and save the values from those entered by a previous Request participant:
View the Data tab.
From the editable JSON field, change the values from those entered by the previous Request participant to those that you want.
Click Save. The following message displays when the Request values are changed: Request data successfully updated.
The Task summary displays general information about the assigned Task. The summary displays beside the assigned Task.
If the assigned Task is overdue, the summary's label displays Overdue.
If the assigned Task is not overdue, the summary's label displays Open.
The following summary displays about an assigned Task:
Due: The Due field displays the date and time the assigned Task is due.
Assigned To: The Assigned To field displays the avatar and full name of the person assigned the Task.
The Escalate to Manager button may display below the Task assignee in the Assigned To field. The Task assignee may click the Escalate to Manager button to assign this Task to the manager.
To make the Escalate to Manager button available for a Task assignee to use:
Requested By: The Requested By field displays the avatar and full name of the person who started the Request. Hover your cursor over a user's avatar to view that person's full name.
If the Task has been configured to allow the Task assignee to reassign the Task to another user, the Reassign button displays in the Task summary.
If this Task is assigned only to you, unless you started this Request, then no other users are available to which to reassign this Task.
Follow these steps to reassign a Task to another user:
Click the Reassign button. The Reassign to screen displays.
Select the user to whom to reassign the Task.
Click Reassign.
If the Task has not been configured that it can be reassigned, then the Reassign button does not display. Therefore, the Task assignee does not have the option to reassign the Task to another user.
The Task summary displays general information about the completed Task. Follow these steps to view the summary for a completed Task:
Click the name of the Task from the Name column. The following message displays for the completed Task: Task Completed.
The summary displays for the completed Task.
The following summary displays about a completed Task:
Completed on: The Completed on field displays the date and time the Task was completed.
Assigned To: The Assigned To field displays the avatar and full name of the person assigned the Task.
Requested By: The Requested By field displays the avatar and full name of the Request starter. Hover your cursor over a user's avatar to view that person's full name.
View and send comments to Tasks.
Add emoticon reactions to sent Task comments: Add emoticon reactions to posted Task comments if the Form Task element or Manual Task element associated with that Task is configured to allow.
Add votes to sent Task comments: Add votes to posted Task comments if the Form Task element or Manual Task element associated with that Task is configured to allow.
For Tasks to provide commenting functions, the Form Task element or Manual Task element associated with that Task must be configured to allow the following commenting functions:
Add reactions to comments: Add emoticon reactions to posted comments in a Task summary if its associated Form Task element or Manual Task element is configured to allow it.
Allow comment voting: Vote on posted comments in a Task summary if its associated if its associated Form Task element or Manual Task element is configured to allow it. Voting allows Request participants to vote on the merits of a posted comment and provide feedback to the Request participant that posted that comment.
Allow comment editing: Request participants may edit their posted comments in a Task summary if its associated Form Task element or Manual Task element is configured to allow it.
Allow comment deletion: Request participants may delete their own posted comments from a Task summary if its associated Form Task element or Manual Task element is configured to allow it.
Ensure the following requirements are met to view comments for a Task:
Follow these steps to view posted comments to a Task summary:
Do one of the following to view the Task from which to view its posted comments:
Click the name of the Task from the Task column.
Each posted comment contains the following information:
Avatar: The user's avatar identifies the sender of each comment. Hover your cursor over a user's avatar to view that person's full name.
Request number: The Request number displays to the right of the datetime when the comment was posted.
Each posted comment may contain the following ways to provide reaction or feedback to a selected comment depending how the Process associated with that Request is configured to use commenting functions:
Ensure the following to add reactions to a posted Task comment:
‌Follow these steps to add a reaction to a posted Task comment:‌
Browse for and then select the emoticon reaction to add to the posted comment. The emoticon reaction displays as a new reply to the posted comment.
Ensure the following to add votes to a posted Task comment:
‌Follow these steps to add a vote to a posted Task comment:‌
Do one of the following:
The selected vote indicator displays as a reply to the selected comment and one vote adds to the voting icons below that comment.
Ensure the following to post or reply comments for a Task:
Follow these steps to post or reply to a Task comment:
Do one of the following:
Post a new Task comment: View the end of that Task's history to locate the Write tab to write and post a new comment to that Task.
Text styles, including bold, italics, strikethrough, and code styles: Click a text style button from the commenting editor toolbar. The commenting editor displays both the preceding and following Markdown syntax in the commenting editor. Place your cursor between the Markdown syntax, and then write your text to display in that text style. For example, click the Bold text style button from the commenting editor toolbar. Four asterisks display in the commenting editor: two asterisks to precede your text and two to follow your text since bold-style text in Markdown syntax requires two asterisks both preceding and following text for that style. Alternatively, write your text in plain text, highlight the text to display in a particular text style, and then click that text style's button.
Optionally, click the Preview tab to preview your currently written comment as it would display after it is posted.
Click the Send button. The comment posts.
Ensure the following to edit comments for a Task:
Task participants may edit their own comments, but not those posted by others.
Follow these steps to edit one of your Task comments:‌
Locate your posted Task comment to edit.
Click the Update Comment button. The edited comment posts.
Ensure the following to delete comments for a Task:
Task participants may delete their own comments, but not those posted by others. If the comment being deleted has replies, then its replies are also deleted.
Follow these steps to delete one of your Task comments:‌
Locate your posted Task comment to delete.
Click Confirm and the comment is deleted from the list of posted comments.
Click the Completed iconfrom the left sidebar. All your completed Tasks display.
Status: The Status column displays the status of the Task. Since all Tasks in the Completed page are Tasks you have completed, all Tasks display with the Completed status, represented by theicon.
Click the Open Task iconfor the Task name that you want to view.
Click the Open Request iconfor the Request associated with the Task.
If the Saved Searches package is installed, 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.
Click the To Do icon in the left sidebar to view which of your assigned Tasks are overdue.
Ensure that you are to ProcessMaker Platform.
Click the To Do icon from the left sidebar to view your assigned Tasks when you are viewing other Task-related pages. Note that if the is installed, the for Tasks you need to do displays.
Below is an example of the To Do Tasks page that displays your assigned Tasks. The is not installed in this example.
Task: The Task column displays the name of the assigned Task. Click the Task name to .
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, represented by theicon.
Request: The Request column displays the Request associated with the assigned Task. Click the Request name to .
Due: The Due column displays the date and time the Task is due. If n/a 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 Time zone setting is specified.
To view an , do one of the following:
Click the Open Task iconfor the Task name that you want to view.
To , do one of the following:
Click the Open Request iconfor the Request associated with the Task.
You can do and searches for Tasks.
If the is installed, you may save search parameters and share them with other and by clicking the Save Search button. See .
, including how to sort columns or how many items display per page.
Ensure that you are to ProcessMaker Platform.
View a , and then view the Tasks tab, which is the default tab.
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Click the name of the Task from the Task column. The Task's , Request , and Task display.
Forms in which ProcessMaker Platform is involved with the activity: The Form tab displays an interactive , which is a -type Screen. Form-type Screens allow Request participants to enter, review, and/or make decisions based on information in the form. Below is an example of a Task in which ProcessMaker Platform is involved with the activity.
Forms in which ProcessMaker Platform is not involved with the activity: The Form tab displays a Screen that only displays a message. This is a -type Screen that allows the Task assignee to do a manual task in which ProcessMaker Platform is not directly involved, such as moving inventory containers. When the manual Task is complete, the Task assignee clicks the Complete Task button. Below is an example of a Task in which ProcessMaker Platform is not involved with the activity.
See the permissions or ask your Administrator for assistance.
The is installed.
The Assignee Manager Escalation setting is enabled for the or associated with that Task. The Process Designer configures this when designing the Process.
The Task assignee's account must be configured with either a or a . If that Task assignee has both, the Task escalates to the direct manager. The Administrator configures managers for all users and groups.
Assigned: The date and time the Task was assigned displays below the Assigned To field. The Reassign button displays if the Task can be reassigned. The time zone setting to display the time is according to the ProcessMaker instance unless your Time zone setting is specified.
Request: The Request field displays the Process name associated with the Request preceded by its numerical iteration. Click the Process name to .
Note that to reassign a Task, your user account must be configured with the and permissions to view the available users and groups. Contact your ProcessMaker Administrator to provide your user account these permissions if necessary.
If the is installed and the or associated with that Task allows comments, comments that Request participants posted to that Task display in chronological order the Task. The comment icondisplays for each posted comment except those posted as replies to a comment. See .
Ensure that you are to ProcessMaker Platform.
The Completed Tasks screen displays.
Assigned: The date and time the Task was assigned displays below the Assigned To field. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Request: The Request field displays the Process name associated with the Request preceded by its numerical iteration. Click the Process name to .
Comments allow participants to solicit and provide feedback on business decisions in a Task:
Post Task comments: Post comments to the currently displayed Task summary. All Request participants that view that Task's summary see that comment. Write and preview comments using rich text features including but not limited to text styles, images, hyperlinks, and lists. The commenting editor uses . Request participants may edit and/or delete their own posted comments if the or associated with that Task is configured to allow editing and/or deleting of Task comments.
Tag ProcessMaker users in a Task comment: Precede a username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. Upon using the @
symbol and then typing the initial letters of the user to tag, those users that match those initial letters display for selection. After sending the comment with tagged users, those users receive a notification of the comment they were tagged within, and then may select that notification to view that Task comment. Selecting a notification for a tagged comment opens that Task summary that contains the tagged comment. If the tagged user is not a Request participant prior to being tagged in a Task comment, that user becomes a Request participant only for that Request.
Use a for the most commonly used Markdown syntax.
The package must be installed to use Task commenting functions.
Allow comments: The or must be configured to allow comments.
See in or ask your Process designer to configure the Process to use comments in its associated Requests.
The package is installed.
The or associated with your Task is configured to allow comments.
Ensure that you are to ProcessMaker Platform.
From a , click the Tasks tab, which is the default tab.
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View below the Task. Task comments display in chronological order below the Task. The comment icondisplays for each posted comment except those posted as replies to a comment. If the Form Task element or Manual Task element associated with this Task provides additional commenting functionality, you may do the following while viewing a Task comment:
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Datetime: The datetime displays when the comment was posted to the Task summary. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Comment: The posted comment displays below the preceding information. The comment may contain . If a comment contains replies, click the Load Replies button to display that comment's replies.
Reply: Click the Reply button to reply to a selected comment. See .
Add a reaction to a Request comment: Click theicon to add an emoticon reaction to a selected comment or reply. See Add a Reaction to a Task Comment.
Add a vote to a Request comment: Click either theandicon below a selected comment to vote favorably or unfavorably to that comment, respectively. See Add a Vote to a Task Comment.
The package installed.
The or associated with that Task is configured to allow reactions to posted comments.
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Click the reaction iconbelow the posted comment to add an emoticon reaction. Available emoticon icons display.
The package installed.
The or associated with your Task is configured to allow voting to posted comments.
​. The voting indicators display below each posted comment.
Click theicon below the comment to vote favorably for it.
Click theicon below the comment to vote unfavorably for it.
The package is installed.
The or associated with your Task is configured to allow comments.
Enter comments into -type Screens prior to entering information into that Screen. Otherwise, that Screen cannot be submitted.
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Reply to an existing Task comment: Browse through that Task's history to locate the existing comment to which to reply, and then click the Reply button at the bottom of that Task comment. The Write tab displays below that Task comment.
From the Write tab, write your Task comment. Optionally use rich text features such as text styles, images, hyperlinks, lists, code-, and/or quote-styles. The commenting editor uses . Use a for the most commonly used Markdown syntax. Follow these guidelines:
Add an image: Click the Image button from the commenting editor toolbar. A screen displays to enter the absolute URL to the image to display in the comment. In the Please enter image url setting, enter the image's absolute URL, and then click OK.
Add a hyperlink: Select the text in the commenting editor to display as a hyperlink, and then click the Link button from the commenting editor toolbar. A screen displays to enter the hyperlink available from the selected text. In the Please enter link setting, enter the hyperlink available from the selected text, and then click OK.
Tag users in a Task comment: Precede a username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. Upon using the @
symbol and then typing the initial letters of the user to tag, those users that match those initial letters display for selection. After sending the comment with tagged users, those users receive a of the comment they were tagged within, and then may select that notification to view that Task comment. Selecting a notification for a tagged comment opens that Task summary that contains the tagged comment. If the tagged user is not a Task participant prior to being tagged in a Task comment, that user becomes a Task participant only for that Task.
The package is installed.
The or associated with your Task is configured to allow comments.
Edit comments in -type Screens prior to entering information into that Screen. Otherwise, that Screen cannot be submitted.
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Click the Edit Comment iconon the top right of the posted comment. The commenting editor displays with the posted comment contents.
Edit your comment using the commenting editor as you did when you .
The package is installed.
The or associated with your Task is configured to allow comments.
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Click the Remove Comment icon on the top right of the posted comment. The Caution screen displays to confirm the deletion of the Task comment.