📦 Task management

What is Task management plugin?

Task management is a plugin that enables back-officers and supervisors to easily track and assign tasks within a company. It provides a business-oriented view of a process defined using FLOWX.AI Designer and allows interactions at the assignment level.

Inside the Task Manager → All tasks you can find the Activities tab which consists of the following items:

• Title - title of the task
• Stage - specific stages during the execution of a process
• Assignee - assignee of the process
• Status - status of the process, more details here
• Priority - to prioritize the tasks
• Last updated - timestamp for latest updates
• Search - the search function is used to look for keys stored on the process

The Task details tab within the Task Manager displays key information about a process, such as:

• Priority - to prioritize the tasks
• Status - the status of a process
• Stage - specific stages during the execution of a process
• Comments - comments left by the users
• History - information like who created a task, when a task was created or when the status changed

caution

It is important to note that specific roles must be defined in a process to use all the task management features. More information about configuring access roles for processes can be found in the Configuring access roles for processes section.

caution

To enable Task Manager to retrieve information about tasks performed on a process make sure Use process in task management toggle is switched on. To do this go to Process definition → Settings → General.

Statuses & Definitions in Task Manager

Task Manager displays multiple statuses, depending on the state of the process.

Process status updates

Status	Definition
Created	This status is visible only if it is a problem with process creation. If the process has no error in the configuration you will see the Started status instead.
Started	It shows that the process is in progress (it is running).
Finished	The process reached an end node and finished the execution.
Failed	This status is displayed when a CronJob is configured and enabled inside the FLOWX engine. For example, if the CronJob is triggered at a particular hour, and the instance is not finished by then, all the tasks will be moved to FAILED status.
Expired	This status is displayed when expiryTime field is defined inside the process definition. A user can set up an expiryTime function, by following these steps: Go to FLOWX Designer > Processes > Definitions. Select a process and then click on the "⋮" button then select Settings. Inside the General tab, you can edit the Expiry time field.
Aborted	This status is available for processes that also contain subprocesses. When a subprocess is running (and the token is moved backward to redo a series of previous actions) - the subprocess will be aborted.
Dismissed	This status is available for processes that also contain subprocesses. This status is displayed when a user stops a subprocess
On hold	The process cannot be edited anymore. A superuser can trigger this status, so he can block actions on the process until further clarification - unfreeze.

Swimlanes updates

Status	Definition
Swimlane enter	When the token enters a new swimlane.
Swimlane exit	When the token exits a swimlane.

Stages updates

Status	Definition
Stage enter	When the token enters a new stage.
Stage exit	When the token exits a stage.

Using the plugin

The Task Manager plugin allows users to view a list of tasks and perform various actions based on their roles:

• Assign/unassign a task
• Put the process on HOLD
• Add comments
• View Application - the URL of your application (could be also a generic parameter defined as a URL)

info

You can also set Task Manager to send more information about your process by switching on Update task management? button at node level. This will enable the Task manager plugin to send additional information like title, priority, or metadata. You can set up this action for multiple nodes.

Standard information that is sent to Task Management plugin:

To set up Task Management to send extra updates on your process, follow the next steps:

1. Go to Flowx.AI Designer and open your process definition.
2. Click Edit button.
3. Select a node (after reaching this particular node task manager will trigger the updates).
4. Switch on the Update task management? button.

info

Some actions might not be available as they can be performed based on user roles/access rights.

For more information about configuring the Task Manager plugin, refer to the Task Management plugin setup section.

»Task Management plugin setup