Tasks and Worflows

1. Create a task

1.1 Examples of use

• Classification assistance, a colleague can be asked to deposit documents in a specific file.
• Send a document to a colleague to sign.
• Tasks can be assigned to oneself in order to leave reminders to oneself.
• Custom metadata schemas for frequent tasks. You can even pre-populate the metadata using the "Default" field.
• If you use external forms, you can create tasks that include the URL for quick access.

1.2 Creating tasks

• Definition : This tab allows you to establish the title of the task to be completed, its status, its description, its priority and its due date.
• Reminders : This tab allows you to set up email reminders for users or groups assigned to a task, providing the ability to add multiple reminders with fixed dates or deviations, as well as set reminder frequencies and limits.
• Assignments : This tab allows you to specify the recipients of the task, offering the possibility of assigning them to one or more users or groups, with automatic assignment to the default creator.
• Files : Use this tab to link files, documents, folders, or containers to the task.
• Follow : This tab allows you to add one or more users who will track the status of the task.

2. Workflows

2.1 Examples of use

• Create a workflow to track the drafting, approval, and signing of contracts.
• Cover the recruitment or departure process in your organization.
• Track the application for new hires.
• Ensuring the entire access to information request process.

2.2 Creation Steps

1. Add a new workflow
2. Enter a code, title and access sharing settings
3. Creating the workflow schema
4. Task settings
5. Deploy the workflow

2.3 Basic Graphic Elements

	Start of the workflow
	End of workflow
	Task
	Exclusive Decision - Single Choice
	Inclusive Decision - Multiple Choice
	Parallel Door - Tasks Done in Parallel
	Sequence - Flow Order
	Questions and answers: Double-click on the diamond to apply a question. Double-click the solid arrowhead line to apply a response.
	Annotation

4. Workflow-specific task metadata

Definition tab: Maturity duration following assignment (in days)

Assignment tab: Assignment Priority, Assign to Function, and Assignment Based on Estimated Task Time

5. Task Assignment Behaviors

5.1 Workflow Creator

Parameterization: 

Behavior: The task is assigned to the person who started the WF

5.2 A person

Parameterization:

Behavior: The task has been assigned to the person assigned in the pre-setup.

5.3 Multiple People (One Task)

Parameterization:

Behavior: Appears in the "My Tasks" tab of all assigned users. Once completed, all the task is completed for all other assignees.

5.4 Multiple People (Multiple Tasks)

Parameterization:

Behavior: Appears in the "My Tasks" tab of all assigned users. Once completed, the next task is created. Other tasks remain in progress for other users. Note that the next task is created as many times as the number of people assigned. This way, the person assigned to the next task receives it in duplicate for the rest of the WF's tasks.

5.5 Group

Parameterization:

Behavior: Appears in the "My Tasks" tab of all users in the group. Once completed, the task is completed for all other assignees.

5.6 Collaboration

Parameterization: 

Behavior: The task is assigned to the assignee and it appears in the "Shared Tasks" of the person put as a collaborator.