Full Task List

The Full Task List page shows you the tasks, as well as, advanced search and filter capabilities. You can reach the page by using the task-list-icon Tasks link in the Axon Ivy Portal menu.

Hint

Depending on the roles you hold in the application and the configuration of the Axon Ivy Portal, you might see not only the tasks belonging to you but all open tasks.

Visibility tasks assigned to roles depending on state:

  • Open: Visible for all members

  • In Progress: Visible for all members, but “parked” for working user (no actions possible for other role members)

  • Done: Visible for all members

navigate-to-full-task-list-page

On the top of the Full Task List page you see next to the heading Tasks in brackets the overall number of tasks shown to you. Below you find the filter feature. The usage will be explained in the HowTo’s further down this chapter. Finally, you see the list of tasks.

For each task the following key information is shown in the list:

  1. Priority

  2. Name and Description

  3. Responsible user or role

  4. Task ID

  5. Creation Date

  6. Expiry Date

  7. Status

task-key-information

Furthermore, at the end of each row you find a side step menu of key features in handling tasks:

  1. Reset Task

  2. Delegate Task

  3. Reserve

  4. Destroy Task

  5. Add Ad-hoc Task

Finally, you have the possibility to access the full set of the task data by clicking on the row containing the task Name and Description.

The task details are separated into 3 different sections:

  1. Data and description, you find various metadata concerning the task and the respective case it is related to.

    detailed-task-information-data-description

  2. Histories, you may add additional notes which are described below

    detailed-task-information-note

  3. Documents, these documents once attached to the case are available on all tasks. You may add or delete documents described in the HowTo’s below.

    detailed-task-information-documents

detailed-task-information

HowTo: Use existing filter

Hint

If there are no public filters and you didn’t create any filters so far, there might be no filters available. In this case, you must create a filter first. This is described in detail in HowTo: Create new filter.

  1. Click on the Save Filter dropdown menu.

  2. Select the filter you want to use.

HowTo: Create new filter

  1. Click on the button More to select one of the available filters. For a list of available filters, see Task filter.

  2. Click on the newly added filter and configure it.

  3. Add more filters by clicking on the button Filter again.

  4. Drop filters by clicking on the delete-circle-icon icon next to the filter.

  5. When finished defining your filter, click on the button Save filter.

  6. The Save filter dialog is opened.

  7. Under Filter name, provide a recognizable name for the filter.

  8. Under Filter visibility, you can select if the filter is only visible for you or shall be available to all users.

  9. Save the filter by clicking the button Ok.

how-to-create-task-filter

Task filter

Criteria

Description

Completed on (from / to)

This filter lets you specify task complete period.

Created (from / to)

This filter lets you specify in which time period the task was created.

Description

This filter lets you search for keywords within the task description.

Expiry (from / to)

Thisfilter lets you specify in which time period the task will expire.

Priority

This filter lets you specify the priority of the tasks to be shown.

Responsible

This filter lets you specify a user or role which is responsible for the task.

State

This filter lets you specify the task state.

Category

This filter lets you specify the task category.

Missing Activator

This filter is only for Admin and lets you find tasks which have no activator, activator is not found or is disabled.

Hint

You may also start the creation of a new filter by selecting an existing filter first, reconfiguring it and saving it.

Hint

Depending on your permissions you might only be allowed to save filters for yourself.

HowTo: Configure displayed tasks in the Full Task List

  1. To choose columns to display, click on Manage columns. Then you could choose displayed columns by checking the related checkboxes.

  2. To sort data, click on the column header. To change sort direction, click on that column header one more time. Note that some columns do not support sorting.

HowTo: Move and Resize Widgets in Task Details

  1. Open the task details of a task

  2. Click on the Edit button to drag, drop and resize widgets.

    how-to-switch-to-edit-mode

  3. Click on the Save button to save current state of page and switch to readonly mode.

    how-to-switch-to-view-mode

  4. Click Reset button to reset to default configuration.

    how-to-reset-to-default

HowTo: Attach a document to the case

  1. Open the task details of a task

  2. Click the link add-icon Add document

  3. The Add document dialog is opened

  4. Upload a file by using the Select button or by simply dragging the file into the dialog

  5. Click the button Close to close the dialog

how-to-upload-document

HowTo: Remove an attachment from the case

  1. Open the task details of a task

  2. Click on the delete-icon button next to the attachment you want to remove

  3. A confirmation dialog is opened

  4. Confirm the deletion with the button Delete

how-to-delete-document

HowTo: Add a note to a task

  1. Open the task details of a task

  2. Click on the add-icon Add note link below the notes section

  3. The Add note dialog is opened

  4. Enter your note

  5. Confirm your note by clicking the button Save

how-to-add-note

HowTo: Export a task history

  1. Open the task details of a task

  2. Click on the show-more-icon Show more link below the notes section

    how-to-show-note-details

  3. A new page with the task history is opened

  4. You may export the history by clicking on the button Export to Excel

    how-to-export-note-details

HowTo: Show Workflow Events

Note

User must to has permission WORKFLOW_EVENT_READ_ALL to see all workflow events of a task

  1. Open the task details of a task

  2. Click on the show-more-icon Show more link below the notes section

    how-to-show-note-details

  3. A new page with the task history is opened

  4. Click Workflow Events link on the right side of page to see Workflow Events dialog

    how-to-show-workflow-event

Workflow Events dialog

workflow-events-table

HowTo: Export Task List

You may export the Task List by clicking on the button Export to Excel.

export-to-excel-button