Task Management in FlowX.AI is a core functionality that allows users to create, configure, and manage tasks within the platform, providing a structured way to handle work processes. It enables the definition of tasks based on business processes, offers tools for allocating, tracking, and managing tasks across various roles and departments, and supports customization through views, filters, and rules.
Task Management also includes capabilities for user roles, customizable tables, and integration with the project through both low-code and full-code approaches, ensuring flexibility for various use cases.
Views offer a flexible way to tailor task data display according to business needs. By configuring views, users can create structured, customized interfaces that help specific roles, departments, or use cases access relevant data effectively.
Example of custom view:
In the All Tasks section, you can view all tasks generated from any process definition marked as “to be used in task manager” within a project. This provides a centralized view of all relevant tasks, as long as you have the appropriate permissions.
It provides an interactive visualization, with built-in filtering functionalities for refined data display.
Dataset Config and Table Config options are not accessible in the All Tasks view.
In the Views section, you can create a new view by selecting a name and choosing a process definition. The process definition is crucial because it determines which keys you can access when configuring the view.
To set up a view, navigate to the Views section in the Task Management interface:
Once a view is created for a process (e.g., Process X), it cannot be reassigned to another process. This ensures consistent data structuring based on the selected process definition.
Upon creating a view, you are automatically redirected to configure its parameters.
The Task Management default view contains four primary columns, with two additional default columns that can be added.
You also have the option to add custom parameters to the table, with no limit on the number of columns.
Columns explained:
You can rename default and custom parameters to make them contextually relevant for various business needs. For example:
Renaming a parameter’s Display Name will only change how it’s shown in the interface, without altering the actual data model. The rename option is also available for default parameters (not just custom parameters). Changing the Display Name also allows the use of Substitution Tags.
Custom parameters in Task Management provide a way to tailor task displays and ensure that task data aligns with specific business needs and contexts.
Key setup and configuration
Ensure that the custom key exists in the Data Model before it can be mapped in Task Management.
If the attribute type of a custom key is modified after it has been indexed, the key must be re-indexed in the Task Management section. This re-indexing step is crucial to ensure that Task Management reflects the updated attribute type correctly.
For data from custom parameters to flow correctly, ensure that Forms to Validate is set on the UI Action button in your UI for the corresponding process. This configuration is necessary for custom parameters to be validated and included in Task Management.
Labeling Custom Parameters:
Enabling Task Management Integration:
Activating the Use process in task management flag at both the process settings level and node level is essential for ensuring data consistency and visibility in Task Management.
You can use Table Config and Dataset Config to configure and filter task data effectively. These configurations help create a customized and user-friendly interface for different roles, departments, or organizational needs.
Table Config is used to define the structure and content of the Task Management table view. Here, you can configure the columns displayed in the table and set up default sorting options.
Configuring the Table Columns:
Setting Default Sorting:
Dataset Config is used to filter and refine the data displayed in Task Management views. This helps create targeted views based on specific needs, such as differentiating data for front office vs. back office or specific roles like managers and operators.
Adding Filters:
Filtering Options by Data Type:
In
operator. Only parent enums are available for mapping in Task Management (ensure enums are mapped in the data model beforehand).Before you can map enums in Task Management, they must be configured in the Data Model. Only parent enums can be mapped.
If any changes are made to the Data Model after the keys have been configured and indexed in Task Management, these changes will not be automatically reflected. You must re-add and re-index the keys in the process settings to ensure that the updated information is indexed correctly.
Not equal
, In
, Starts with
, Ends with
, Contains
, and Not contains
.Equals
, Not equal
, Greater than
, Less than
, Greater than or equal
, and Less than or equal
.Equals
, Not equal
, Greater than
, Less than
, Greater than or equal
, Less than or equal
, and In range
.Equals
operator.Example with filter applied a number attribute:
While creating a view, you may want to modify the data model. It’s important to note that changes to the data model do not directly impact the views. Views are tied to the process definition, not the data model. Therefore, if you make changes to the data model, you do not need to create a new view unless the changes also impact the underlying process.
The Task Details tab within Task Manager provides key process information, including:
STARTED
)Accessing Task details in Task Management
To access the Task Details of a specific task in a Task Management view, follow these steps:
Navigate to the Task Management Interface:
Locate the Task:
Open Task Details:
Please note that specific roles must be defined in a process to utilize all the task management features. For configuration details, see Configuring Access Roles for Task Manager.
Task Manager displays various statuses based on process state:
Status | Definition |
---|---|
Created | This status is visible only if there is an issue with the process creation. If the process is error-free in its configuration, you will see the Started status instead. |
Started | Indicates that the process is in progress and running. |
Finished | The process has reached an end node and completed its execution. |
Failed | Displayed when a CronJob is enabled in the FlowX Engine. For example, if a CronJob is triggered but not completed on time, tasks move to the FAILED status. |
Expired | Displayed when
|
Aborted | This status is available for processes that also contain subprocesses. When a subprocess is running (and the token is moved backward to redo a series of previous actions) - the subprocess will be aborted. |
Dismissed | Available for processes that contain subprocesses. It is displayed when a user stops a subprocess. |
On hold | Freezes the process, blocking further actions. A superuser can trigger this status for clarification or unfreeze. |
Terminated | A request is sent via Kafka to terminate a process instance, ending all active tokens in the current process or subprocesses. |
Task Manager also tracks swimlane and stage changes:
Status | Definition |
---|---|
Swimlane Enter | Marks token entering a new swimlane. |
Swimlane Exit | Indicates token exiting a swimlane. |
Status | Definition |
---|---|
Stage Enter | Marks token entering a new stage. |
Stage Exit | Indicates token exiting a stage. |
The Task Manager plugin offers a range of features tailored to different roles, including:
To perform specific actions within Task Management at process level, you must configure swimlane permissions at the process settings level. Each swimlane (e.g., BackOffice, FrontOffice, Manager) should be assigned appropriate roles and permissions based on the responsibilities and access needs of each user group.
Example permissions configuration
Below are example configurations for swimlane permissions based on roles commonly used in a loan application approval process:
BackOffice Swimlane:
FLOWX_BACKOFFICE
Manager (Supervisor) Swimlane:
FLOWX_MANAGER
These permissions can be customized depending on each use case and organizational needs. Ensure that permissions are aligned with the roles’ responsibilities within the workflow.
Consider this scenario: you’re the HR manager overseeing the onboarding process for new employees. In order to streamline this operation, you’ve opted to leverage the task manager plugin. This process consists of two key phases: the Initiation Stage and the Account Setup Stage, each requiring a designated team member.
The Initiation Stage has successfully concluded, marking the transition to the Account Setup Stage. At this juncture, it’s essential to reassign the task, originally assigned to John Doe, to Jane Doe, a valuable member of the backoffice team.
As a project manager overseeing various ongoing projects, you may need to temporarily pause one due to unforeseen circumstances. To manage this, you use the “On Hold” status.
When handling on-hold projects, document the reasons, inform the team, and plan for resumption. This pause helps address issues and ensures a smoother project flow upon resuming. Never forget to add comments:
Container App URL represents an URL or a configuration parameter used to redirect users directly to a specific FlowX process instance.
In the Process Definition settings, navigate to the Task Management tab and locate the Container App URL field. Here, paste the container application URL where the process is loaded, following this format:
Example:
You can also use a predefined generic parameter as the URL: ${genericParameter}
.
If task.baseUrl is specified in the process parameters, it will be sent to the Task Manager to update the tasks accordingly.
The baseURL
set in the process data (business rules) will override the baseURL
set in the process definition settings.
Send bulk update requests via Kafka (using Process Engine) to perform multiple operations at once. Use the Kafka topic:
KAFKA_TOPIC_PROCESS_OPERATIONS_BULK_IN
(request sent from the Process Engine) to send bulk operations to KAFKA_TOPIC_PROCESS_OPERATIONS_BULK_OUT
(Task Management) as an array, allowing multiple operations at once. More details here.Example of a bulk request:
For more information on bulk updates configuration, see FlowX Engine setup:
You can dynamically update task metadata (title and priority) during process execution using Business Rules. This allows you to customize how tasks are displayed and prioritized in the Task Manager based on process data.
Here’s how to update both the title and priority:
You can set priority dynamically based on business conditions:
You can make task titles more dynamic and informative by incorporating process data:
For more customized UX, the full-code implementation using the Task Management SDKs (React and Angular) allows developers to build custom tables, cards, or any other UI elements based on the views and columns configured in Task Management.
What happens to currencies, numbers, and dates already indexed when a locale or format override is applied in the UI Designer?
A: The format changes will only affect how the data is displayed, not how it’s indexed.
Can I switch to full-code if I'm not satisfied with the current view and filter options?
A: Yes, you can always switch to full-code and create custom views or tables using the Task Management SDK.
How are subprocess keys handled in Task Management?
A: To use data from a subprocess, you must send it to the parent process first. Subprocess keys are currently displayed in the task manager once indexed through the parent process.