Task Management Videos

This is the first in a series of videos about the Task Management template.

We'll look at what the template does and how you can use it to manage user tasks. Later videos will cover setting up the template and building filters.

The Task Management template is designed to be used by team managers.

It displays a list of the tasks users are working on, and lets me assign those tasks to other users.

This template has been set up to manage four user groups.

I can filter the tasks by group, or by individual users.

A second filter lets me filter the list by the type of process.

We'll look at filters in more detail in a later video.

The list itself shows all of the tasks that are assigned to, or can be claimed by, users that match my filters.

The first column shows the task description, process business key and process description.

The second column shows who the task is currently assigned to, or says "unassigned" if it's not assigned to anyone.

The final columns show when the task was created, and any due dates set up for the task in the process model.

Lets look at an example.

In this tab I'm logged in as Scott and have these tasks assigned to me.

Scott has phoned in sick today, so these tasks need to be reassigned to someone else.

In this tab I am logged in as Scott's manager.

I can use the filter to find the tasks assigned to Scott.

I am going to assign this task directly to Virgil, and return this task back to the unassigned list.

Now if I return to Scott's view and refresh, I have no tasks assigned to me.

One has been assigned directly to Virgil, and I can see this task is back in the claimable list.

That's the basics of Task Management. In the next videos we will look at setting up the template and building filters.

In this second Task Management video we'll create an article using the template and see how user groups and user filters work.

Create an article in iCM and change the template it uses to Task Management.

Add a heading and any other text you might need.

On the article extra tab, pick the groups of users you want to manage. Only tasks assigned to, or that can be claimed by, these users will appear on the template.

I have picked four groups. These groups are automatically added to the user group filter on the article.

All of the users in these groups also appear in the list. They will only appear once, even if they are in multiple groups.

Next I need to pick the processes the template should work with. This list includes every process deployed in the process modeller.

Only tasks that are part of these processes will appear on the template.

Use Control-click or Shifticlick to select multiple processes.

As I add more processes, they automatically get added to the filter.

I can also edit the display names that will appear in the filter.

Now I have an article that shows the tasks for two processes that are assigned to, or claimable by, any users in my four user groups.

I can filter by user ALAN

Or I can filter by process - Alan doesn't have any bookings!

The users in the assignee drop-down are taken from the list of candidates in your workflow model. You can't assign tasks to random users who are not valid candidates in your process model.

Sometimes you might have a task without the options to reassign it. That can happen when a user is in more than one group and you don't have permission to manage the candidate group for that task.

It can also happen when a task has been assigned directly to a user and there are no other candidates.

Thanks for watching. And in the next video we'll look at creating more complex process and task filters.

This video is looks at process variable filters in the Task Management template.

You'll need to be familiar with the process modeller, and know the names and values of the process variables you'd like to filter on before you start.

And I apologise in advance, there's going to be a bit of switching between tabs and waiting for caches to clear as I update things.

Here's an article using the template. It shows two different case types - we've got a couple of complaints and then some delivery problems, and a mix of open and escalated cases.

In the template article extras, you can create two types of filter.

One restricts the processes that will be shown by the template, the other generates a front-end filter in a drop-down.

They both work by only showing processes that include variables with certain values.

First we'll create a filter expression that limits the template to only showing certain processes.

I'm using Case Management as an example.

I've already picked Case Management in the process filter. This will show me all of the Case Management processes my user groups could be working on.

Because I want to restrict the template to only show certain types of case, I need a filter expression.

Here's an active case in the process modeller.

There is a variable in Case Management called form_casetype. The case type of this case is deliverycomplaint.

If I create a filter that has form_casetype="deliverycomplaint" the template will only show cases with that value.

I can create more complex filters using AND or ORS.

My case management case also has a variable for the case status.

If I create the filter form_casetype="deliverycomplaint" AND form_status="escalated"

I only get the escalated complaint cases.

Next we'll create a front end filter.

I'm going change the filter expression so it shows complaint cases. My front end filter will switch between open and escalated cases.

The variable is called form_status and the possible values are open,escalated

I can now filter the process by those two statuses.

This example used Case Management, but you can create process variable filters for any of your workflow processes.

As always, there more information on the docs site.