Task List

The task list is a flexible resource for organizing activities that are performed on a daily basis. It provides information on which activity will be carried out, by whom, and its deadline for completion.

This feature allows you to configure a specific list on a specific topic, and later allows you to associate activities that will assist in the completion of this task.

For example:

In a meeting, the product leader has defined a strategy to evaluate a product proposal that involves corporate sectors.

A task list was created for that purpose:

After defining the main scope of the task list, he wishes to create activities while delegating responsibility and assigning deadlines.

After completing the activities, he/she can Solve the task list by closing the topic, or add more activities until the task list is considered Solved.

The task list can be created directly from the start of requests, through the options: Process > List Tasks.

It can also be used in the modeling of a workflow process, from the Ad Hoc subprocess.

The Ad Hoc subprocess provides a task list feature for executing tasks within workflow.
This feature consists in the creation of an undefined set of activities within a workflow process. In other words, it is possible to create new activities on demand for the execution of a certain task within a structured process.

When the Ad Hoc subprocess included in a workflow is executed, the user will be able to define new activities on demand, informing and notifying responsible parties for the execution of activity and its completion time.
The user who performs the creation of these activities offers a monitoring screen, where you can check the status of execution of the activities created and, if necessary, create new activities, as we will see below.

In addition to the creation of workflows with the Ad Hoc subprocess through Fluig Studio, Fluig allows the creation of workflow processes with this subprocess directly through a web tool.

Standard Process of Task Lists

It is possible to create a task list directly in Fluig, without the need for any configuration of workflow process. Just access Process/List Tasks, or go to the screen Start Requests, in the category General Tasks, as shown in the images below:

Figure 3.10 - Start default request

Figure 3.1 - Start default request

To start a new process, select the same startup screen. A new process will be created.

In this process, you can create activities and forward them to be executed by other users, as well as track the status of these activities, according to the flow described in previous topics.

Figure 3.2 - Default process

To see how the default task list process was modeled. simply access the Process at startup of the process. Default activities are:

Create Task List: At startup of the process, the user is asked to provide a title and description of the process. In this activity, there is the option to create tasks and forward them to other users. If the user does not create any activity, the process is forwarded directly to the Applying the Solution activity.

For this activity, a standard form that enables the creation of forms was created, as shown in the image. As with all items of the default process, this form can be edited; however, the status and note fields cannot be deleted, as they are required for the correct execution of the process.

Figure 3.3 - Default Form.

Solution: In this automatic validation, activities created are validated; if there is a list of tasks to be created, the process is forwarded to the create tasks activity.

Create tasks: In this activity, the user can manage tasks already created, in addition to creating new tasks or canceling tasks that have not been carried out. Upon completion of all tasks, the process can be forwarded to the next activity.

Apply the solution: In this activity, the user will apply the solution and conclude the process.

This process will be made available to all users during the installation of version 1.3 of Fluig, and may be edited according to customers’ need.

Because it is a default process, it is already modeled on Fluig, but can be changed when necessary through the configuration process.

In addition, a custom filter is also created in the Task Central of all registered users. This filter is a quick access to all of the user’s pending tasks. If desired, it can be removed by the user.

Now that you've checked the composition of standard process for the List Tasks, monitor the details of the form to fill out the Task List.

Figure 3.4 - Default Form

Form fields

Subject: description of the subject to be addressed in the tasks.

Details: additional information about the task.

Date: Task creation date.

Conclusion date: Task conclusion date.

Add Tasks: When clicking on this button, new fields will open for the creation of tasks, allowing the creation of as many tasks as needed.

Figure 3.5 - Default form

In the above image, the user registered the Produt Plan task, in which its action requires that the Definition of Scope task be concluded.

When clicking Send, requests will be initiated for the task list and for the action to be executed.

In this example, since the user who created the Task List is the same user who will execute the action, he can monitor two different requests in his/her task central, in Tasks to be Concluded, as shown in the image below.

Figure 3.6 – Task Central.

Requester

By clicking on the request from the list of tasks plan of action, the requester may follow the progress of actions and can create or remove registered actions.

Figure 3.7 - Task List Process

Assignee

By clicking on the action request on the task list Definition of Scope, the assignee may change the request status to ‘Conclude’ or ‘Rejected’, insert a note and send the request to its end status.

Figure 3.8 - Task List Process

The task list must be forwarded to the Apply Solution activity, the details of the task list will be displayed and the request will be closed when it is sent to Immediate termination of the process.

Figure 3.9 - Task List Process

Configuring and executing Ad Hoc subprocesses

In addition to using the default task list process, you can also use Ad Hoc subprocess activity in other workflow processes. 

The task list consists of a set of activities that are defined during the execution of the process. In this process, the user must be able to define what will be done, the task assignee, in addition to defining when the task should be executed.

In workflow process modeling, the task list feature is illustrated through the Ad Hoc subprocess activity.

When creating a workflow process, include the Ad Hoc subprocess activity in your process, providing the input and output flow required for the proper execution of the process. The Ad Hoc subprocess can be included without an initial activity; however, a final activity must be added.
In this example, we’ll create a process for a scope definition meeting, starting directly with the Ad Hoc subprocess, and with an activity to evaluate the results after the tasks are executed.

Figure 3.10 - Process template with Ad Hoc subprocess

To set an Ad Hoc subprocess as an initial activity, edit the activity properties, and select the option "Initial Activity".

Figure 3.11 - Ad Hoc subprocess properties screen

After saving and releasing a new version of the process, it will be available for execution.

Creating a new request

On the Create a Request screen, select the process created. Since the Ad Hoc subprocess was checked as an initial activity, the creating activities screen will open. Create as many activities as necessary, always selecting the assignee for execution and the deadline.

Figure 3.12 - Task configuration screen

After creating all required activities, click on the "Send" option. The selected activity will be "Create Activities". Therefore, activities will be created and notifications will be sent to the assigned users. A notification will be sent with the request number through which the execution will be monitored.

Figure 3.13 - Sample notification sent to user

Monitoring requests

The user who created the activities may monitor execution through the Task Center . To do so, select the "Tasks to Conclude" from Task Central, and select the request related to the process.
In this example, no activity has been executed so far. Therefore, both requests are displayed with the "In Progress" status.

Figure 3.14 - Task configuration screen

Request removal

If necessary, you can create or remove requests through the monitoring screen.
In this example, we will remove the request sent to user B and create a new request to the Administrator user.
To remove a request, click the "X" button to the left and confirm the deletion.

The activity remains displayed on the screen for historical purposes, but its status is updated to "Canceled".

Figure 3.15 - Status of requests

Add request

To create a new activity, repeat the previous procedure, select "Add Activity" and "Send".

By creating an activity and clicking on "Send", consequently a new request is created.

Executing an activity

After creating the activities, a new task is displayed in the Task Central of the user assigned to the activity.
When selecting this activity, the following screen will be displayed

Figure 3.16 - Task execution form

In this screen, the user can add comments and change the status of the activity, between concluded and rejected, in addition to general information on the process and activity.
In this example, we will conclude the request. To conclude the activity, click send, on the sidebar.

Finishing an activity

We now return to the monitoring requests screen.

In this screen, we can see the notes posted on activities. To do so, position the mouse over the desired activity, and click on the "+" sign that will appear on the right-hand side.

Figura 3.7 - Updated status of activities and task details

When all the required activities are concluded, we can give continue the process, selecting the next activity in the sidebar and selecting the option send.

In this example, we will send to the results evaluation activity and close the meeting.

Figure 3.09 - Conclusion of process