SoftExpert Workflow tasks
Prerequisite
Introduction
Tasks represent pending system activities for which the user is responsible. They are used to organize, track, and control the actions related to documents throughout their life cycle.
The tasks are classified into three categories:
- Execution: gather the to-do tasks that the user must perform directly, within a defined deadline or period.
- Acknowledgment: correspond to those in which the user must confirm acknowledgment of a given action, publication, or record.
- Tracking: encompass the tasks for which the user is responsible, but whose execution is carried out by another user, allowing the progress to monitored.
Furthermore, the system allows transferring tasks, which makes it possible to assign the responsibility for a to-do task to another user, according to the operational needs of the organization.
This article will cover the tasks available in SoftExpert Workflow. Remember that the component does not generate tracking tasks.
Execution
| Who receives it | Users defined as executors of the activity during the modeling of the process (SoftExpert Process) that automates the workflow. |
| When | Following the flow of the process, when the time comes for the activity to be executed. |
| Purpose | Execute workflow activity. |
| Execution | Click here to learn how to execute the task. |
Users with the "Basic" license can only execute the activities of processes they started, that is, activities assigned to the process starter. The other activities will be enabled by accessing with a "Staff" or "Manager" license.
In the Configuration > General parameters (WF019) menu, check the Display action plan status (APS) by field to display an additional column in the activity execution screen of the Workflow component. This additional column will display the status of action plans associated with the workflow. If you check this option, select the desired configuration:
- Workflow: displays the status of the action plan associated with the workflow in the most advanced step.
- Activity: displays the status of the action plan associated with the activity under execution.
Tracking
| Who receives it | User appointed as process manager or instance manager. |
| When | Once the workflow is started. |
| Purpose | To allow the user to manage the workflows that are under their responsibility and that are in progress. |
| Execution | Click here to learn how to execute the task. |
| Who receives it | User who started the workflow. |
| When | Once the workflow is started. |
| Purpose | To allow the user to track the workflows they started and that are in progress. |
Conclusion
As tasks are executed and closed, they are no longer displayed in the list of pending records in the Task menu.