Close

Tasks and workflows

Tasks and workflows help you keep track of the things you and other users need to do. You can create a standalone task or workflow, or you can attach a file to it.

A workflow is a process that controls a specific task, such as a document review. Each task can be assigned to one or more people when a workflow is being created. Workflow creators can select to automatically send a notification email to users that are assigned a task as part of the workflow, but whether an email is sent or not the task will be visible in the users My Tasks dashlet.

Once all the task actions required by a workflow have been finished, the workflow will move from active to completed status. At this point you’re free to delete the workflow.

Individual users manage their own tasks, and the person who created a workflow manages the workflow.

You can start workflows from a number of places:

  • Hover over a file in the library and click More then Start Workflow
  • Click Tasks on the toolbar, select any option, then click Start Workflow
  • Click Start Workflow on the My Tasks dashlet

Starting a workflow

You can attach a workflow directly to one or more files. Starting a workflow generates a workflow task such as a review.

  1. Hover over a file and click More then Start Workflow.

    Note: You can start a workflow for multiple files in the library by selecting them and selecting Start Workflow from the Selected Items menu.

    Note: You can also start a workflow by clicking Tasks on the toolbar, selecting any option then clicking Start Workflow. Start Workflow is also available on the My Tasks personal dashlet.

    The Start Workflow page opens.

  2. Select a workflow from the Workflow list.

    The following preconfigured workflows are available:

    • New Task: Assign a new task to yourself or another user.
    • Review and Approve (group review): Set up review and approval of content, assigning the workflow task to a single group.
    • Review and Approve (one or more reviewers): Request file approval from one or more users.
    • Review and Approve (pooled review): Set up review and approval of content, assigning the workflow task to multiple users. One user can take ownership of the task at a time, completing it or returning it to the pool to be claimed by another user associated with the task.
    • Review and Approve (single reviewer): Set up review and approval of content, assigning the workflow task to a single user.

    The appropriate workflow form displays where you enter the details of the workflow task being initiated. Required fields are marked with an asterisk (*).

    Note: Your Alfresco administrator might have set up additional workflows for you to choose from.

  3. Enter details for the workflow in the General section.

    1. In the Message field describe the task requirements, such as Please review the attached content. This should clearly explain to the user what they are expected to do. This text displays in the My Tasks dashlet for the workflow task.
    2. Select a Due date for the task.
    3. Select a Priority setting for the task.
  4. Select the user(s) or group to assign the task generated by the workflow to.

    You assign the task to either a user or a user group depending on the type of workflow selected.

    1. In the Assignee section click Select and type the full or partial name of a user.
    2. Click Search.
    3. Click the + icon to select a user.

      Note: You can select multiple users for the Send Document(s) For Review task.

    4. Click OK.
    5. If your task is assigned to more than one person, complete the Required Approval Percentage field. Enter the percentage of reviewers that must approve the task before it can be marked as complete.
  5. If you’ve created the task from a file action list then it’s already associated with that item. You can add more files.

    Note: You can link a task to content from any site in the current network that you have permission to access.

    1. Click Add then select a site and then navigate to the files you want to add.

      The button at the top of the list indicates your current location. Click this to display the full path; click an entry to return to that point in the path. Click the up arrow to return to the previous level.

    2. Click the + Add icon to add a file to the task.

    3. Click OK when you’re done.

      The file or files are added to the task. You can click:

      • View More Actions to the right of an file in this list to display it on the file preview screen. This will cancel the task and you’ll need to start again.
      • Remove to delete an file from the task.
      • Remove All to delete all files from the task.
  6. You can select the Send Email Notifications check box to automatically send an email to users each time a task is assigned to them.

    Tasks will still appear in the users My Tasks dashlet. The email is sent to the email address listed in the user’s profile. If an address is not provided, no email will be sent.

    Note: For group and pooled tasks, every member of the selected group will receive the email notification.

  7. Click Start Workflow.

    The workflow task is created. In the file list an icon to the left of the files selected indicates that they are part of an active workflow.

Viewing workflows you started

You can view the full details of all workflows that you have started.

  1. Click Tasks then Workflows I’ve Started.

    The Workflows I’ve Started page displays the workflows you have created. You can use the filters in the browsing pane to view a specific set of workflows.

  2. Hover over the workflow you want to view and click View History.

    Note: You can also click the workflow title.

    The Details page displays all information related to this workflow.

    • Click View Current Tasks at the top of the page to jump to the Current Tasks section which displays the tasks generated from the selected workflow. From here you can view view task or edit configure a task.
    • Click the link in the Most Recently Completed Task section to view details on the last task completed as part of this workflow. This task also appears in the History section.
    • Look at completed tasks in the History section. Click a task to view its details.
    • Click an item in the Items list to see it in the file preview screen. Click your browser’s Back button to return to the Workflow Details page.
    • If you started the workflow you can click to Cancel Workflow to cancel an active workflow Delete Workflow to delete a completed workflow.
  3. Click Workflows I’ve Started to return to the workflow list.

Cancelling an active workflow

You can cancel an active workflow if you find you don’t need it anymore. This deletes all tasks related to the workflow.

  1. On the Workflows I’ve Started page, make sure you’ve selected the Active view in the explorer pane.

  2. Hover over the workflow you want to cancel and click Cancel Workflow.

    A message prompts you to confirm the action.

  3. Click Yes.

    The selected workflow is cancelled and removed from the workflow list. All tasks related to the workflow are deleted, which removes them from the Active view on the My Tasks page. They are also removed from the My Tasks dashlet.

Deleting a completed workflow

Once you’re finished with a workflow, you can delete it to clear it from the workflow list. This also deletes all tasks associated with the workflow.

  1. On the Workflows I’ve Started page, select the Completed view in the explorer pane.

  2. Hover over a workflow and click Delete Workflow.

    A message prompts you to confirm the deletion.

  3. Click Yes.

    The workflow is deleted and removed from the workflow list. The tasks related to the workflow are deleted, which removes them from the Completed view on the My Tasks page. They are also removed from the My Tasks dashlet.

Viewing tasks and workflows

You can view the details for an individual task or for the workflow that initiated a task.

  1. Click Tasks then Workflows I’ve Started.

    Note: You can also view and edit tasks from the My Tasks dashlet.

  2. On the My Tasks page, hover over a task and click an action:

    • View Task: Displays the task details
    • View Workflow: Displays the workflow details

    Note: An icon (pooled) indicates a pooled task. Pooled tasks that can be claimed are marked as Unassigned.

  3. Click the Task Details and Workflow Details options to move between the two page views.

    The Task Details page displays all information related to this task.

    • In the Items list, click an item to preview it in the library. Click your browser’s Back button to return to the Task Details page.
    • Click Edit to edit the task.

    The Workflow Details page displays the information for the workflow that generated this task.

    • Click View Process Diagram to display a graphical representation of the workflow. A red border highlights the current stage of the workflow. Click anywhere on the graphic to close it.
    • Click View Current Tasks at the top of the page to jump to the Current Tasks section which displays the tasks generated from the selected workflow. From here you can view view task or edit configure a task.
    • Click the link in the Most Recently Completed Task section to view details on the last task completed as part of this workflow. This task also appears in the History section.
    • Look at completed tasks in the History section. Click a task to view it’s details.
    • Click an item in the Items list to see it in the file preview screen. Click your browser’s Back button to return to the Workflow Details page.
    • If you started the workflow you can click to Cancel Workflow to cancel an active workflow.

Managing tasks

Tasks assigned to you appear in two places: the My Tasks personal dashlet and the My Tasks page. Each task stays assigned to you until you complete or reassign it.

  1. Click Tasks then My Tasks.

  2. Hover over a task and click Edit Task.

    The Edit Task page appears displaying the task details. The actions available on this page depend on the task type.

    Note: You can also access this page from the My Tasks dashlet: click the Edit Task icon.

  3. Manage the selected task in one or more of the following ways:

    • Update: If the task is in progress but not yet complete, you can change the task status and add a comment indicating your progress. Remember to click Save and Close. The task stays assigned to you.
    • Reassign: Click Reassign and use the search field provided to find a user. Click Select to the right of a user to reassign the task to that person.
    • Approve or Reject: When you’re done with a task you can update the task status, add a comment indicating the work done, and then click either Approve or Reject. The task returns to the user who started the workflow and no longer appears in your task list.
    • Claim: Click Claim to take responsibility for a pooled task. This action is available only for pooled tasks that are unassigned.
    • Release to Pool: Click Release to Pool to place a task back in the pool. The task will appear in the task list as Unassigned and can be claimed by another user. This action is available only for pooled tasks that are currently owned by you.
    • Add: Click Add beneath the file list to locate and select files to add to the task. This action is available only for Adhoc tasks.
    • Task Done: When you complete a task it returns to the user who started the associated workflow. Click Task Done to finish a task. This removes it from your task list.

    When the selected action is complete you are redirected to an appropriate screen.

Edit this page

Suggest an edit on GitHub
This website uses cookies in order to offer you the most relevant information. Please accept cookies for optimal performance. This documentation is subject to the Alfresco documentation terms.