View the summary for a Task.
Follow these steps to view an in-progress Task:
Ensure that you are logged on to ProcessMaker Platform.
Click on a Task name to view the screen associated with this task.
The Form tab displays by default when an assigned Task is opened. The Form tab displays information differently depending on whether the task is Form Task or a Manual Task.
Form Tasks: The Form tab displays an interactive Screen, which is a Form-type Screen. Form-type Screens allow Request participants to enter, review, and/or make decisions based on information in the form.
Manual Tasks: The Form tab displays a Screen that only displays a message. This is a Display-type Screen that allows the Task assignee to do a manual task, such as moving inventory containers. When the manual Task is complete, the Task assignee clicks the Complete Task button.
If a Screen is not specified in a Form Task element, the following placeholder Screen displays to that Task assignee. Click the Continue button to go to the next step.
The placeholder Screen allows the Task assignee to continue the Request without causing it to pause indefinitely. This functionality also allows Process Designers to place the basic Process objects into a Process model and then evaluate it during development.
The Data tab displays request data in JSON format. These values can be changed by Process Managers or Administrators.
Follow these steps to edit and save JSON request data:
From the editable JSON field, change the values entered by the previous Request participant.
Optionally, click the Create Scenario button to create a Process Scenario of this JSON data. The Scenario may then be used to test the Process from which this Task derives. View and create Scenarios from that Process's configuration.
Click Save. The following message displays when the Request values are changed: Request data successfully updated.
The Task displays general information about the completed Task. Follow these steps to view the completed Task:
Click on a Task name to view the screen associated with this task.
If the request is complete, the screen redirects to the completed Request summary.
Create rules for efficient task management, with features including rule review, management, and quick fill.
Keep your inbox organized and empty it faster with Smart Inbox. By creating customized rules, you can efficiently manage your workload and maintain a clutter-free inbox. The smart inbox offers the following new features:
Create rules to handle frequent scenarios effectively.
Autofill forms with commonly used data, simplifying repetitive tasks.
Prioritize important tasks by flagging them for immediate attention.
Save drafts of forms, enabling you to refine and send them at your convenience.
With these advanced features, managing your inbox becomes more intuitive and efficient, allowing you to focus on what matters most while maintaining organization and productivity.
Important tasks can be quickly prioritized simply by setting a flag. Additionally, ProcessMaker automatically saves a draft of your form as you enter data in it. Watch the following product tour to learn how to set priority for tasks and how your changes are saved automatically as drafts.
Use the Quick Fill feature to reuse data from completed requests and save time while filling in commonly used data. Watch the following product tour to learn how to auto fill forms.
Quick Fill utilizes data from previously completed tasks of the same type. If no tasks have been completed previously, the displayed list will be empty. Click Cancel and Go Back to return and manually fill out the form.
Inbox Rules are customizable guidelines or conditions set by participants or process owners to automate task management. These rules are defined through the Inbox Rules button and can be tailored to specific trigger conditions such as metadata fields (e.g., Due date, Requester, Previous Assignee), allowing for versatile customization.
Inbox Rules define actions to be performed automatically by the server, such as auto-approval, auto-reassignment, or saving a draft, based on the specified conditions. Additionally, features like rule review, manage rules, rule history, mass actions/task multi-selection, and quick fill enhance the efficiency of task management by providing summaries, editing options, historical tracking, and bulk actions for tasks.
Follow these steps to view business rules currently setup in your organization:
Ensure that you are logged on to ProcessMaker Platform.
Next to the search field, click the Inbox Rules button to see all inbox rules in the Rules tab.
If there are no rules defined, a screen message suggests creating an Inbox Rule.
Watch the following product tour to learn how to create Inbox Rules.
Inbox Rules can be created either from the Tasks page or when viewing the form for a task. Select one of the tabs below to see more information.
Follow the next steps to edit a rule:
Hover over a rule row to see options on the right.
Click Delete to confirm the rule deletion.
Follow the next steps to view execution logs for Inbox Rules:
Next to the search field, click Inbox Rules button. The Rules tab displays by default.
Click the Execution Log tab. The logs display the cases to which rules have been applied and show the rule names along with the date they were applied.
The table displays the following data:
The Case # column displays the Case number associated with the Process. This number represents the sequential occurrence of that Process.
The Case Name column displays the title of the Case. The Case title may vary for each Case based on Request variable values for that Case. Process Managers specify which Request variables to reference from that Process's configuration.
The Run Date column displays the date when a business rule was applied to tasks.
The Applied Rule column displays the rule that was applied to the case.
View pending and completed tasks that have been assigned to you.
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.
The Preview pane appears to the right of the To Do Tasks page to display the screen for the task being previewed.
Following actions can be performed from the Preview Pane:
Follow these steps to complete a task from the Preview Pane:
Complete the form and submit it. The task list will refresh to complete form submission and display an updated list of tasks.
Here are some guidelines on how to manage tasks in your Inbox.
To view a Request summary, do one of the following:
From the Case # or Case Title column, click the link for the assigned 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
A message displays above your assigned Tasks showing 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.
Control how tabular information displays in the task list, including how to sort columns or how many items display per page.
Click Home to go to the Request Participant Welcome Screen.
Search for any Task that has been assigned to you.
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.
In the PMQL setting, enter your PMQL parameters that compose your advanced search. See Task
Data Type PMQL Properties.
To view a Request summary, do one of the following:
From the Case # or Case Title column, click the link for the assigned Task.
See Save and Share Request- and Task-Related Searches.
If there are no search results, the following message displays: No Data Available.
View and send comments to Tasks.
The Details tab displays general information about a task. Details allow you to quickly:
View status of a task.
Reassign a task.
Add comments to a task.
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. For more information, see Configuring Assignment Rules.
Note that to reassign a Task, your user account must be configured with the View Users and View Groups permissions to view the available users and groups. Contact your ProcessMaker Administrator to provide your user account these permissions if necessary.
Follow these steps to reassign a Task to another user:
Click the Reassign button. The Reassign to screen displays.
Select the user to whom the task will be reassigned.
Click Reassign.
If the Task is not configured to allow reassignment, the Reassign button will not be displayed. Consequently, the Task assignee will not have the option to reassign the Task to another user. For more information, see Configuring Assignment Rules.
The Comments tab allows Task participants to solicit and provide feedback on business decisions:
Post Task comments: Post comments to the currently displayed Task. All participants who view that Task can see the comments. Write and preview comments using rich text features including but not limited to text styles, images, hyperlinks, and lists. The commenting editor uses Markdown syntax.
After sending the comment with tagged users, those users receive a notification of the comment, and then may select that notification to view the comment. Selecting a notification for a tagged comment opens the Task that contains the tagged comment. If the tagged user is not a Task participant prior to being tagged, that user becomes a Task participant only for that Task.
Follow these steps to view comments posted on a Task:
Click Open Task to view the form for this task.
Each posted comment contains the following information:
Avatar and Name: The user's avatar identifies the sender of each comment. Next to the user's avatar is the person's full name. Click the user's avatar to go to the User Information window.
Comment: The posted comment displays below the preceding information. The comment may contain tagged users. If a comment is a reply, the source comment displays blue highlighted above the comment.
Datetime: The datetime displays when the comment was posted. 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.
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 the Comments section to locate the Add a comment... field to write and post a new comment to that Task.
From the Add a comment... field, write your Task comment. In the commenting editor, optionally you can use Markdown syntax. Use a Markdown syntax quick guide for the most commonly used Markdown syntax. Follow these guidelines:
Text styles, including bold, italics, strikethrough, and code styles: Follow 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, enter four asterisks 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.
Tag users in a Task comment: Precede a user's username with the @
symbol to invite that user into the comment thread so that user can participate in the discussion. 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 Task participant prior to being tagged in a Task comment, that user becomes a Task participant only for that Task.
Do one of the following to post the comment, otherwise, click Cancel to cancel the comment:
Click the Comment button if you are posting a new comment.
Click the Reply button if you are replying to a comment.
Follow these steps to refresh Task comments if any user made a new comment while using the Comments feature:
On the bottom right of the Comments section, click the Refresh button. New comments or replies from other users display in the Comments panel.
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 Form 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:
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 Self Service Task page displays the following information in tabular format about all your completed Tasks:
#: The # column displays the Task number.
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.
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.
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.
To view a Request summary, do one of the following:
From the Case # or Case Title column, click the link 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.
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.
Alternatively, hover over the task row to see the menu on the right. Then, click Open Task to view the screen associated with this task.
From the bottom-left of the Data tab, enable the tree toggle key to see the tree representation of the JSON data model to understand the different structural elements within it. To navigate in the Data Browser canvas, see Data Browser.
Alternatively, hover over the task row to see the menu on the right. Then, click Open Task to view the screen associated with this task.
Click the Tasks option from the top menu. The To Do Tasks page displays. Alternatively, click the To Do icon from the left sidebar.
Click the icon to delete the rule. Below the icon a bubble displays.
Click the Tasks option from the top menu to view the To Do Tasks list. Alternatively, click the To Do icon from the left sidebar if navigating to other lists.
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.
Click the Reassign icon to reassign the task to another user. Select a user from the list and click Assign to complete the reassignment.
Hover over a task, and click the Preview icon to view the Form for that task.
Hover over the row, click the menu, and then select the Open Task option for the Task you want to open.
Hover the row, then click the menu, and then select the Open Request option for the Request associated with the Task.
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.
If not, then click the Advanced Search button.
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, save and share the Task search by clicking the Save Search button. See Save and Share Request- and Task-Related Searches.
Hover over the row, click the menu, and then select the Open Request option for the Request associated with the Task.
Tag users in a Task comment: Precede a user's username with the @
symbol to invite that user into the comment thread.
Hover over your task list to view the dropdown menu.
Use the open menu icon on the right to open the collapsible Details panel.
Edit: If you are the owner of the comment, click the Edit icon to edit the comment.
Delete: If you are the owner of the comment, click the Delete icon to delete the comment.
Reply to an existing Task comment: Browse through that Task's comment to locate the existing comment, and then click the Reply icon . The Add a comment... field displays below that Task comment.
Ensure that you are to ProcessMaker.
Click the Self Service iconfrom the left sidebar. The queue of self-service Tasks displays.
Request: The Request column displays the name of the Process associated with the Request. Click the Process name to .
Completed: The Completed column displays the date and time the Task is completed. If - displays, then the Task was not completed. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Hover over the row, then click the menu, and then select the Open Task option for the Task that you want to view.
Hover the row, then click the menu, and then select the Open Request option for the Request associated with the Task.
See .
You may save search parameters and share them with other users and groups by clicking the Save Search button. See .
Click the To Do icon in the left sidebar to view which of your assigned Tasks are overdue.
, including how to sort columns or how many items display per page.
Click the Home breadcrumb icon to go to the .