Using Tasks - IFS Enterprise Explorer

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Explanation

See your list of tasks as your to-do list. The tasks can either be sent to you from a colleague, created by yourself as reminders of different actions, created by Event Actions or created by an external workflow engine. Read more about Event Actions in the Technical Documentation.

Tasks can be related to one or several objects in IFS Applications, click on the link in the Task title to navigate to the objects it relates to. The page connected to the objects will open and the object(s) will be displayed.

You reach your tasks from the Task panel in the Context pane or via My Administration/Tasks.

Prerequisites

The Task panel must be visible in the Context pane, read about Configure Context Pane.

System Effects

N/A

Window

Task Panel, Tasks, Sent Tasks

Related Window Descriptions

Task Panel / Tasks / Sent Tasks

Procedure

Tasks in the Task Panel

You can manage and view your tasks in the Task Panel.

There are three different options to filter the tasks, choose which filtering to use with the radio buttons.

Tasks that are unread will display in bold text and tasks that are overdue will display in red text.

Different symbols are used to clarify the type of task.

Figure 1: Tasks Panel displaying unread tasks

On the right hand side of the Task Panel the following options are available:

Manage Tasks

If a task is connected to one or several objects in IFS Applications there is a link in the title. Click on the link to navigate to the object(s). This action will mark the Task as "Read".

There are several other actions available in the Task Panel, highlight a Task and right-mouse click to open the Context menu.

Figure 2. Task Panel Context Menu

The following actions are available:

Figure 3. Example Mark as Completed Sub Menu

Figure 4. Add Reminder dialog

Figure 5. Example Edit Task Dialog

Create New Task

Tasks are normally send from other users/Event Actions/external workflow engines but it can also be useful to create your own tasks as reminders of different actions. Follow these steps to create a task:

  1. Click the New Task button in the Task Panel to create a new task for yourself. You will be asked if you want the task to be connected to the page you currently have open in the work area or not. If the task is related to the page the Title will include a link to the page and the objects you have highlighted in the page. The New task dialog is displayed,

Figure 6: New Task dialog box

  1. If the task is connected to a page the page title will be suggested but you can change this. Define Priority, Follow-up, Due By and Notes. Click OK to save the task.

Tasks in My Administration

You can manage your tasks via My Administration. Tasks and Sent Tasks are available in the navigator.

Figure 7. Tasks in the navigator

Tasks

The Tasks page shows all your tasks.

Figure 8. Tasks in My Administration

You manage the tasks like you manage tasks in the task panel, read about Tasks in Task panel. Right-mouse click to open the context menu where all actions are available.

There is one additional option in the Tasks page. In feature toolbar there is a Settings button which opens the Workflow Task Settings dialog where you can define how to handle completed tasks, the setting is also affecting the Task panel. There are two options:

Figure 9. Workflow Task Settings dialog

Sent Tasks

The Sent Tasks page shows all your sent tasks.

Figure 10. Sent Tasks page with context menu.

You manage the tasks like you manage tasks in the task panel, read about Tasks in Task panel, but there is one additional options in this page.

In feature toolbar there is a Settings button which opens the Workflow Task Settings dialog where you can define how to handle completed tasks. There are two options: