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The system provides various possibilities to users for organizing their tasks and process instances. Therefore, users can sort them in ascending or descending order, set up custom filters and customize the columns which should be shown in the views. 





Sorting

Users can sort all process instances and task views in ascending or descending order by clicking on a column header. The first click on a column name will sort the list in ascending order and a second click in descending order. The sorted column is highlighted and the small arrow next to the column name shows in which order the view is ordered.  By default, all lists are sorted by creation time. Task views start in ascending order with the oldest task. Process instance views in descending order with the latest process instance.









Customize task and process instance views

A user may determine which task or process instance information is relevant. Therefore, users can preset the displayed columns in their task and process instance views.

To configure columns, do the following: 

  1. Opens a task or a process instance list. By clicking on the symbol Configure columns, the configuration utility appears.



  2. In the header of the configuration menu, a search for column names can be started. Select all columns which should be displayed by activating the checkboxes. Columns with deactivated checkboxes are not displayed. Please find a complete description of the each column name differed by task and process instance views in the table below the picture. 

    The column customization is automatically saved and still available at the next login.




Column view for showing process instances

Column

Description

Name

Process instance name.

Start

The Start time of the process instance

End

The End time of the process instance on the condition that it is finished. 

Process

Process definition name. 

Calculated End

The 'Calculated End' is calculated from the start date of the process instance and the sum of the prescribed (or if available the actual) processing time of each taskPlease refer to CPM for further details on this topic.

Scheduled End

If a 'Scheduled End' date is specified, it will be displayed here.

Index 1 - 20

These columns contain index fields that can be specifically defined for individual processes.

Documents

Clicking on this symbol opens the menu through which uploaded documents can be accessed. Additional documents may also be uploaded by the user. Please refer to Documents for further details on this topic.

Notes

This symbol grants access to related notes.

Smartform

This symbol opens the Smartform.

Status bar

This shows a light-symbol, which indicates the current temporal progress of an instance. Please refer to CPM for further details on this topic.


Column view for showing tasks

Column

Description

Task Name

In this column, the name/description of the task is displayed.

Actor

If the task is assigned to a user it will be displayed here.

Group

If the task is assigned to a group it will be displayed here.

AdHoc Task

This column indicates whether or not the task is an AdHoc task If so, the value is 'Yes'.

Process

This column shows the process definition to which the task belongs.

Process Instance

This column shows the process instance name to which the task belongs.

Activity

This column shows the activity name to which the task belongs.

Index 1 - 20

These columns contain index fields that can be specifically defined for individual processes.

Due date

This is the date on which the task should be completed. It is calculated from the start date (or if available from the desired start time) and the processing time. Please refer to CPM for further details on this topic.

Creation time

Here, the date and time at which the task was issued are displayed.

Links

Clicking on this symbol opens the menu in which task-relevant links are displayed.

Documents

Clicking on this symbol opens the menu through which uploaded documents can be accessed. Additional documents may also be uploaded by the user. Please refer to Documents for further details on this topic.

Notes

This symbol grants access to related notes.

Smartform

This symbol opens the Smartform.

Status bar

This shows a colored progress bar, which indicates the current temporal progress of an instance. Please refer to CPM  for further details on this topic.





Export task and process instance views

Users can export every task and process instance view to Excel. 





Export task views

This Excel export offers an overview about the currently selected task view. For each instance, the excel report shows the following data: 

  • task name
  • assigned actor
  • assigned group
  • whether it is an AdHoc Task or not
  • process definition name
  • process instance name
  • activity
  • index fields
  • creation time
  • remaining time
  • elapsed time
  • amount of attached links
  • amount of attached documents
  • amount of notes
  • whether there is a smartform available or not
  • status

To create an task overview export to Excel, do the following:

  1. Click on the button 'Automate'. Select 'My tasks' in the Side-menu and select any task view , e.g. 'All open tasks'.

  2. Select an overview in the menu on the left side. For creating an Excel export, click on the download icon on the right side. The popup 'save as' appears. 


  3. Please select a storage path and open the Excel file. 





Export instance views

This report offers an Excel export about the currently selected instance view. For each instance, the excel report shows the following data: 

  • process instance name
  • start date
  • end date, if available
  • process definition name
  • calculated end
  • scheduled end
  • index fields
  • amount of attached documents
  • amount of notes
  • whether there is a smartform available or not
  • status

To create an instance overview Excel export, do the following:

  1. Click on the button 'Automate'. Select 'My process instances' in the Side-menu and select any instance view, e.g. 'Started process instances'.

  2. Select an overview in the menu on the left side. For creating an instance overview, click on the download icon on the right side. The popup 'save as' appears. 


  3. Please select a storage path and open the Excel file. 





Filters

A user can define saved and temporary filters with individual search criteria within open tasks and process instances. For fast access, saved filters are saved below the header Quick Filter. 





Create a temporary filter

If users need a fast sort through the tasks and instances, they can configure temporary filters. 

To set up a temporary filter, please do the following: 

  1. Click on the button 'Automate' and select the option 'My task' or 'My process instances' and click on the filter symbol. 


  2. A new line for entering filter parameter appears below the column headers. Select one or more filter parameter in the specific columns. 


  3. A filter symbol appears next to the column headers, where a filter is active. For changing or deleting the temporary filter, click on the filter symbol next to the column head and the line for editing temporary filters will be displayed. 





Create a saved filter

To create a filter, please do the following: 

  1. Click on the button 'Automate' in the Side-menu and select the option 'My tasks' or 'My process instances'.



  2. For creating saved filters, click on the configure saved-filters icon in the left side menu in the lower left corner.



  3. The filter list will be displayed. Click on the button 'Add filter' (if the filter list is empty) or on the green plus button in the lower left corner. On the right side, the entry area opens. Insert a descriptive filter name. Select the first search parameter and value. Depending on the search parameter, only valid values are suggested in the selection list.



  4. Add additional search criteria to further limit the search by clicking the plus symbol in the green line. A supplementary input area opens. Select the required parameter and values. 



  5. Each search criteria can be enhanced by inserting further values. Click on the plus button beside the Value field.  A supplementary value field opens. Select a value from the proposal list. For deleting search criteria, click on the red cross button in the green line. The search criteria and its values will be deleted. To delete only a value, click on the red cross button beside the corresponding value. 




  6. To add the filter, click on the button Save. A short message confirms the storage. The filter name is immediately displayed in the filter list and as a new menu item below the option Saved filters.






Change a saved filter

To change a filter, please do the following: 

  1. Click on the button 'Automate' in the Side-menu and select the option 'My tasks' or 'My process instances'.



  2. For changing a filter, click on the configure saved filters icon in the left side menu in the lower-left corner.



  3. Click on the corresponding filter name and the input area is displayed on the right side. Make the required changes. For more information about how to create filters, please regard chapter Create a saved filter. The changes are saved by clicking the button 'Save'. A short message confirms the storage. 





Delete a saved filter

To delete a filter, please do the following: 

  1. Click on the button 'Automate' in the Side-menu and select the option 'My tasks' or 'My process instances'.



  2. For deleting a filter, click on the configure saved-filters icon in the left side menu in the lower-left corner.



  3. Click on the corresponding filter name and the input area is displayed on the right side. Click on the button Delete and confirm the query by clicking on the mark. A short message confirms the deletion. The filter name is immediately removed from the filter list and is no longer available as a menu item below the Saved Filter option.

    Please note that a deletion cannot be undone.


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