Help ELMA BPM Platform

Tasks

This section displays different task groups: incoming, outgoing, periodic tasks, time reports, department tasks and tasks archive.

In the Tasks section you can:

view various task groups:
Incoming – tasks, assigned to you;
Outgoing – tasks, assigned by you;
Completion Check – tasks, under control of the current user;
Co-execution Tasks – tasks which the current user has for co-execution;
Periodic Tasks;
Tasks for Department – all the active and overdue tasks, assigned to the department employees;
Tasks from Department – all the active, overdue and completed tasks, assigned by the department employees;
Archive – completed and controlled department tasks;
create and view tasks;
submit time reports;
search tasks.

You can open the Tasks section in several ways:

Click Tasks in the left menu of the main page;
Click Tasks in the system main menu;
click in the user menu;
add the Tasks portlet to the main page.

The Tasks section is only available to users with the appropriate access permissions. The permissions are assigned by the system administrator in Administration - Users - Access settings - Global access settings - Tasks - Access to the "Tasks" module. For more information on assigning access permissions, see the respective Help section.

Fig. 1 illustrates an example of the Tasks page of the CEO.

Fig. 1. "Tasks" page

There are simple and periodic tasks. Periodic tasks repeat after a certain period. A task can last several days.

By default, when you create a task, you cannot use a past date. Task end date also cannot be moved to a past date. Only the users with the respective access permissions can do this. The system administrator assigns the permissions in Administration – Users – Access Settings – Global Access Settings – Tasks – Create/Edit tasks for a past date .

Tasks page left menu

By default the left menu (fig. 2) of the tasks page contains:

Tasks link. Click it, to open the Incoming tasks page;
Task List;
Periodic Tasks;
Time Report;
My Department (available only for the heads of departments).

Fig. 2. Left menu of a user tasks page

Task List – displays all the incoming tasks and outgoing tasks of the current user.

	Incoming – tasks, assigned to the current user;
	Outgoing – tasks, assigned by the current user to other employees;
	Completion Check – check, if the task is completed correctly, after its executor has clicked Completed on the task page;
	Task Monitoring – monitor the entire task execution progress;
	Co-execution – tasks in which the current user acts as a co-executor.

Periodic Tasks – displays all the periodic tasks of the current user.

Active – active periodic tasks of the current user;

Completed – completed periodic tasks of the current user;
Time Report – functions of the time report page.

Reports – information on all the submitted time reports, and the time reports approval.
My Department – displays all the active, overdue and completed tasks of the department employees.

To open a subsection, click on its name.

Toolbar Buttons

	Click the Tasks button to open the task creation page. Click to open the drop-down menu, which allows you to: open the task creation page; open the periodic task creation page.
	Opens the time report creation page.

Task User Roles

A user can have one of the following roles in the task:

author – task creator;
executor – the user, responsible for executing the task. Assigned by the task author, but can be reassigned later.
co-executor – the user, who co-executes the task with the executor. Not responsible for the task execution. Receives all the task notifications.
observer – the user, who receives notifications on the task actions.
approver – the user, responsible for approving the task.
controller – the user, who monitors the task execution process.

Warning!

These users can view the task:

author;
executor;
co-executor;
superiors of the author, executor and co-executor (according to the company's organizational structure).

These users can edit the task:

task author;
author superiors (according to the company's organizational structure).

Section Filter

Allows displaying tasks, filtered by the criteria, saved in the system.

To select a filter, click Select Filter (fig. 3) and select the required filter in the opened window. If you cannot find the filter you need, create it. The page will display the tasks, according to the filter. To learn more about working with filters, see the respective Help section.

Fig. 3. Select filter

Note, that different sections of the system can have different sets of filters.

Filter without saving

Allows displaying tasks, filtered by the user criteria. To apply this filter:

do a quick or advanced search of tasks;
click with the right mouse button and select Copy link address in the context menu (fig. 4). The link to the page with the search results will be copied to the clipboard;

Fig. 4. Context menu
send this link to the required user with any available means. The user will be able to see the search results by clicking this link.

The user, who received the link to the page with tasks search results, can view only those tasks, they have permissions to.