Task Management

Setting up the Template - Standard Columns and Filters

Setting up the standard columns, filters and user restrictions in Task Management.

Select the Processes to Display

A list box in the article extras displays all of the currently deployed process models in the workflow engine.

Select the processes whose tasks you'd like to appear on your article. You can use Ctrl-Click or Shift-Click to select more than one. If you don't select any none will appear.

Process Variables Filter

When building filters the variable names and values should be entered in lowercase, the ANDs and ORs in UPPERCASE

You can further restrict the tasks shown by the template so that it will only show tasks for process instances that have variables with certain values. For example, you could select the "case management" process, and then write an expression to only show cases of a certain type.

Note that this filter is used to restrict the instances shown for the processes selected above, you must select processes before applying a filter.

Filter expressions have the format variablename='value'. The name of the variable should not be in quotes, the value always will be.

The filter also lets you construct more complex expressions using ANDs or ORs with named variables and values.

This expression would only return tasks for processes that have a type of complaint or a type of feedback:

This expression would only return complaints that also have an escalated status:

Task/Process Filter

Once the template has been set up to only show tasks for the process instances you want, you can also build filters that will appear in the Task/Process drop-down filter on the article.

Simple Filters

Start by building some simple filters. This example shows Task Management set up to work with Case Management. Each filter will display one case type:

Each item in the list has a display value and an expression:

Which has generated the following drop-down options:

Remember, you can use any process variable to construct a filter! We've seen great examples using locations, postcodes and case statuses.

More Complex Expressions

You can also build filters using AND or OR expressions. In this example a single item in the drop-down would display a variety of waste-related tasks:

Creating Multiple Filters at Once

To make adding multiple items easier, press the "Add multiple" button. This lets you enter the name of a single process variable, then a comma separated list of possible values:

Which will automatically generate the following list of items:

You can then edit each item individually to tidy up the display values.

Useful Case Management Filters

These are some common filters you can use with Case Management processes.

Variable	Example	Description
assignGroupName	assignGroupName = "CM-TEST"	Show cases assigned to the test group
form_CASETYPE	form_casetype = "complaint"	Show cases of this type type
form_CASESTAGENAME	form_casestagename = "stage 1"	Show cases at this stage
form_STATUS	form_status = "under review"	Show cases with this status
form_CASESUBTYPE	form_casesubtype = "corporate"	Show cases with this subtype

Groups and Users

In the article extras, select the user groups that can be managed by the template. Only tasks assigned to or claimable by users in the chosen groups will be returned. The groups and users automatically populate the Assignee drop-down filter on the article. The list also includes the current user ("you").

For example, this article has been set up to manage two groups:

Those groups and the users in them appear as filters:

The groups appear first and a list of users second. Groups display the group description, followed by the name. Users are listed by their profile display name and account username.

Selecting a group or a user from the assignee filter will only display tasks already assigned to those users. This is a change in behaviour from previous versions of Task Management (prior to October 2024) where you would see all tasks a user may be able to work on, even via other group memberships.