Manage pending and completed tasks that have been assigned to you.
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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 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 Completed 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 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.
Request: The Request column displays the Request associated with the assigned Task. Click the Request name to view the Request summary.
Assignee: The Assignee column displays your avatar since all Tasks in the To Do Tasks page are assigned to you.
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 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.
Click the Task row that you want to view.
To view a Request summary, do one of the following:
From the Request column, click the Request link for the completed Task.
In the Search here field, 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.
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:
Ensure that you are logged on to ProcessMaker Platform.
Click the Tasks option from the top menu. The To Do Tasks page displays. Tasks that display on this page are assigned to you.
Below is an example of the To Do Tasks page that displays your assigned Tasks. The Saved Search package is not installed in this example.
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.
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.
The Preview pane hovers on the right of the To Do Tasks page to display any previewed Task from the list. After previewing a Task, optionally do any of the following:
Return your mouse focus to the Task list to browse other Tasks in the list without closing the Preview pane. You may then click any Task's name from the Task list to display it in the Preview pane.
Click the Prev button or Next button from the Preview pane to view the previous or next Task in the list, respectively. The Prev button is disabled if the first Task in the list previews. Likewise, the Next button is disabled if the last Task in the list previews.
To view an assigned Task and its summary, do one of the following:
Click the Task row that you want to view.
To view a Request summary, do one of the following:
From the Request column, click the Request link for the assigned Task.
In the Search here field, 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.
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.
Control how tabular information displays, including how to sort columns or how many items display per page.
View Tasks that you can self-service yourself to completion.
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.
From the Task column, click the Task name that you want to view, and then click the Claim Task button.
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.
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.
View and send comments to Tasks.
Follow these steps to view posted comments on a Task:
Do one of the following:
From the Task column, click the Task name with the Request displaying in the Request column to view its summary.
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.
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.
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.
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.
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 Edit button. The edited comment posts. Otherwise, click Cancel.
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.
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.
Click the Completed iconfrom the left sidebar. All your completed Tasks display.
Hover the row, then click the Open Task iconfor the Task name that you want to view.
Hover the row, then 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.
Click the Home breadcrumb icon to go to the Request Participant Home Screen.
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 Saved Search package is installed, the Saved Search for Tasks displays.
Optionally, preview a Task by clicking the Preview icon for that Task. The Preview pane streamlines and accelerates completing your Tasks. Directly interact with information and complete your work without navigating away from the Task list.
Click the icon from the Preview pane to open that Task. Opening the Task displays its Task summary.
Hover the row, then click the Preview icon for the Task name that you want to view.
Hover the row, then click the ellipses icon, and then select the Open Task option for the Task that you want to view.
Hover the row, then click the ellipses icon, and then select the Open Request option for 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 Home breadcrumb icon to go to the Request Participant Home Screen.
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 if option is available for that Task.
Both and can be configured for self-service.
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.
To view a , do one of the following:
Hover the row, then click the Open Task iconfor the Task name that you want to view, and then click the Claim Task button.
To , do one of the following:
Hover the row, then 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 .
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 .
Comments allow 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 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 .
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 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.
Use a for the most commonly used Markdown syntax.
Ensure that you are to ProcessMaker Platform.
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Click the dots icon, then click the Open Task iconfor the Task you want to view its comments.
At the top right, click the icon. Task comments display on the right side of the screen in chronological order. If necessary, click at the bottom menu to update new comments.
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 Time zone setting is specified.
Edit: If you are the owner of the comment, click the Edit icon to edit the comment. See .
Delete: If you are the owner of the comment, click the Delete icon to delete the comment. See .
Reply: Click the Reply icon to reply the comment. See .
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Reply to an existing Task comment: Browse through that Task's comment to locate the existing comment to which to reply, and then click the Reply icon at the bottom of that Task comment. The Add a comment... field displays below that Task comment.
From the Add a comment... field, write your Task comment. In the commenting editor, optionally you can use . Use a for the most commonly used Markdown syntax. Follow these guidelines:
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.
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Click the Edit icon on the bottom right of the posted comment. The commenting editor displays at the end of the Comments section with the posted content.
Edit your comment using the commenting editor as you did when you .
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Click the Delete icon on the bottom right of the posted comment. The Caution screen displays to confirm the deletion of the Task comment.
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View the summary for a Task.
Follow these steps to view the summary for an assigned Task:
Ensure that you are logged on to ProcessMaker Platform.
Do one of the following to view a Task:
View a Request summary, and then view the Tasks tab, which is the default tab.
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:
Forms in which ProcessMaker Platform is involved with the activity: 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. 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 Display-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.
If a Screen is not specified in a Form Task element when Requests are started for that Process, the following placeholder Screen displays to that Task assignee. Click the Continue button.
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.
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.
See the Request permissions or ask your Administrator for assistance.
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.
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 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:
The Advanced User package is installed.
The Assignee Manager Escalation setting is enabled for the Form Task element or Manual Task element associated with that Task. The Process Designer configures this when designing the Process.
The Task assignee's user account must be configured with either a direct manager or a group manager. 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 user profile's 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 view the Request summary.
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.
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 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:
Ensure that you are logged on to ProcessMaker Platform.
View all completed Tasks. The Completed Tasks screen displays.
Click the name of the Task from the Task column. 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.
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 user profile's 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 view the Request summary.
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.
After displaying the summary, there could display the following:
If the task finishes the request, the screen redirects to the completed Request summary.
If the task does not finish the request, the screen redirects to the To Do Tasks list.
Alternatively at the bottom-left, 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.
Search for any Task that has been assigned to you.
Do basic or advanced searches for Tasks. To do basic or advanced searches for Tasks, view one of the following Tasks pages:
To Do Tasks page. See View Tasks You Need to Do.
Completed page. See View Completed Tasks.
Self Service page. See Self-Assign Tasks to Yourself from a Queue.
Follow these steps to do a basic search for a Task:
View one of the Tasks pages described in the Overview of this topic.
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.
To view a Request summary, do one of the following:
From the Request column, click the Request to view its summary.
See Save and Share Request- and Task-Related Searches.
If there are no search results, the following message displays: No Data Available.
Use the ProcessMaker Query Language (PMQL) to compose an advanced search for Tasks.
Follow these guidelines to do an advanced search for a Task using PMQL:
View one of the Tasks pages described in the Overview of this topic.
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.
Note that PMQL searches for self-service Tasks that have not been self-assigned by a user do not use the _user.ID
Magic Variable 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.
To view a Request summary, do one of the following:
From the Request column, click the Request to view its summary.
See Save and Share Request- and Task-Related Searches.
If there are no search results, the following message displays: No Data Available.
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 Save Searches package is installed, save and share the Task search by clicking the Save Search button. See Save and Share Request- and Task-Related Searches.
Click the Open Request iconfor the Request that you want to view its summary.
Basic Task searches 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.
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, if the Save Searches package is installed, save and share the Task search by clicking the Save Search button. See Save and Share Request- and Task-Related Searches.
Click the Open Request iconfor the Request that you want to view its summary.