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.

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.

Starting from Process Services 24.1, six out-of-the box workflows provide a faster time to value for these frequently used simple workflows. The workflows are for assigning tasks, review, and approval:

• New Task
• New Task (group)
• Review and Approve (group review)
• Review and Approve (one or more reviewers)
• Review and Approve (pooled review)
• Review and Approve (single reviewer)

There are several stages to setting up a Preconfigured Workflows app before you can use it. To enable the Preconfigured workflows, ensure that the app.review-workflows.enabled property is set to true in the activiti-app.properties file.

To get started:

1. Create a tenant.

   This is when you enable the Preconfigured workflows app.

2. Change the owner.

3. Configure a preconfigured workflow.

4. Create a user.

5. Create a group.

6. Start a workflow.

Once a workflow has been created, you can also:

• View workflows that you started.
• Cancel an active workflow.
• Delete a completed workflow.
• View tasks and workflows.
• Manage tasks.

Creating a tenant

You need to create a tenant before you can start creating workflows.

Note: Skip this step if you are using single tenant mode.

To create a tenant, complete the following steps.

1. Log in as admin to Alfresco Process Services as the admin user.

2. Select Identity Management.

3. Select Tenants.

4. Select Create tenant.

   The Create tenant dialog box appears.

5. Enter the following details as per your requirements.

   • Enter the Name – The name of your tenant, for example, tenant1.
   • Specify the Maximum allowed users in this tenant - This is set at 10 by default.

6. Select the Deploy preconfigured workflows checkbox.

7. Add the details about the workflow owner including First name, Last name, Email, and Password.

   You can also assign a workflow owner from the list of created users.

8. Click Save.

Changing the owner of preconfigured workflow

The workflow app needs to be manually deleted before changing the owner of preconfigured workflow.

To change the owner of a preconfigured workflow, complete the following steps.

1. Log in to Alfresco Process Services.

2. Select Identity Management.

3. Select Tenants.

4. Select Edit Tenant.

5. Select a user as the owner of the workflow in the current tenant.

   You can choose a new user or the existing user.

6. Click Save.

Configuring a preconfigured workflow

All users in a tenant can access the preconfigured workflows. The owner of the tenant is the only user that can make edits to the workflow process.

To configure a preconfigured workflow, complete the following steps.

1. Log in to Alfresco Process Services.

2. Select App Designer.

3. Select the preconfigured workflow that you want to change.

4. Make the edits and save them.

   The edited changes are now visible to all the users of the tenant.

Creating a user

To create a user in a tenant, complete the following steps.

1. Log in to Alfresco Process Services.

2. Select Identity Management.

3. Select User.

4. Select Create user.

   The Create user window appears.

5. Enter the following details.

   • Email of the user.
   • Password of the user.
   • First name of the user.
   • Last name of the user.
   • Select your Tenant from the drop-down list.
   • Enter the Company name.
   • Select the Status and Type.

6. Click Save.

Creating a group

To create a group in a tenant, complete the following steps.

1. Log in to Alfresco Process Services.

2. Select Identity Management.

3. Select Organization.

4. Select your tenant from the drop-down list.

   A workflow group will be visible by default. You can add other users to this group so they can have access to view the workflow.

5. Select Create group. Name your group and click Save.

6. Click + add users to add users to your group.

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. Log in to Alfresco Process Services.

2. Select Task App.

3. Click on the +Start button.

   The Start Workflow page opens.

4. Select a workflow from the Workflow list.

   The following preconfigured workflows are available:

   • New Task: Assign a new task to yourself or another user.
   • New Task (group): Assign a new task to a group.
   • 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 (*).

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

   • 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 My Tasks for the workflow task.
   • Select a Priority setting for the task.

     Note: By default, the priority is set to Medium.

   • Select a Due date for the task.

6. 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.

   • In the Reviewers section click Select and type the full or partial name of a user.
   • Click the user that you want to add.

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

   • Click OK.
   • 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.

7. Select a file under Items, if required.

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 or edit 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 My Tasks.

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 My Tasks.

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 My Tasks.

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 () 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 or edit 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 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 My Tasks: 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.