Task management

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Key features

• Views: Configurable interfaces to display task-related data based on process definitions.
• Stages: used to monitor the progression of tasks within a process by identifying where it may have stalled. This functionality can be used for teams but also for various business stages: onboarding, verification, and validation processes.
• Allocation Rules: Facilitate the equal distribution of tasks among users with permissions in a specific swimlane.

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Task Management Views

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All tasks

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Creating a view

1. Click Add View.
2. Enter a Name for the view.
3. Choose a Process Definition: This will link the view’s configuration to a specific process and its associated keys.

• Stage: Indicates where the process halted, providing a clear view of its current state.
• Assignee: Displays the individual to whom the task is assigned.
• Priority: Reflects the urgency level of the task.
• Last Updated: Shows the timestamp of the most recent action taken on the task.
• Title: Displays the designated name of the task, which can be customized by using Business Rules.
• Status: Represents the current state of a Token, such as ‘Started’ or ‘Finished.’
• Custom parameters: User-defined keys within the process settings, which become available only after their configuration is complete.

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Customer parameters and display names

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Display names

• Rename an address field to clarify if it refers to “Residence” or “Issuing Location.”

• Use Substitution Tags for dynamic display names.

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Custom Parameters in Task Management

1. Adding Custom Parameters:
   • In Process Settings → Task Management, you can define the custom keys that will be indexed and made available for tasks.

• Each custom parameter can be renamed to suit different business contexts, ensuring clarity in cases where parameters may have multiple meanings.

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.

2. Labeling Custom Parameters:
   • When adding a custom parameter, use the rename option to assign it a label relevant to the process context (as demonstrated in the example above).
   • This allows parameters to remain flexible for different roles or departments, adapting to each use case seamlessly.
3. Enabling Task Management Integration:
   • To ensure that data flows correctly into Task Management, enable the Use process in task management toggle in Process Settings within your project in FlowX Designer.
   • Some actions may be restricted based on user roles and access rights, so confirm that your role allows necessary access.

4. Configuring Node-Specific Updates:
   • To enable Task Manager to send targeted updates from specific parts of a process:
     • In FlowX Designer, open the relevant project and then the desired process definition and click Edit.
     • Select the node(s) where updates should be triggered and enable the Update task management? switch.
     • You can configure this action for multiple nodes, allowing flexibility in tracking and updating based on process flow.

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Table config and Dataset config in Task Management

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Table config

1. Configuring the Table Columns:
   • Default Columns: By default, the table includes the following columns: Stage, Assignee, Priority, and Last Updated.
   • You can add additional columns, such as Title, Status, and Custom Parameters. Custom parameters can be chosen from the keys configured in Process Settings → Task Management.
2. Setting Default Sorting:
   • You can select one column for default sorting in ascending or descending order. This configuration helps prioritize how data is initially displayed, often based on “Last Updated” or other relevant fields.
   • If no specific sorting rule is configured, the table will automatically apply sorting based on the Last Updated column.

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Dataset config

1. Adding Filters:
   • You can apply filters on the keys brought into the Dataset Config to customize the data shown. Filters can be applied based on various data types, such as enums, strings, numbers, dates, and booleans.
2. Filtering Options by Data Type:
   • Enums: Can be filtered using the In operator. Only parent enums are available for mapping in Task Management (ensure enums are mapped in the data model beforehand).

• Strings: Available filters include Not equal, In, Starts with, Ends with, Contains, and Not contains.
• Numbers: Filters include Equals, Not equal, Greater than, Less than, Greater than or equal, and Less than or equal.
• Dates and Currencies: Filters include Equals, Not equal, Greater than, Less than, Greater than or equal, Less than or equal, and In range.
• Booleans: Can be filtered using the Equals operator.

3. Role-Specific Configurations:
   • Dataset Config allows creating views tailored to specific audiences, such as different departments or roles within an organization. However, note that filters in Dataset Config do not override user permissions on task visibility.

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Managing data model changes

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Task details

• Priority: Enables task prioritization.
• Status: The current process status (in our example, STARTED)
• Stage: Specific stages during process execution.
• Comments: User comments.
• History: Information such as task creation, creator, and status changes.
• Last Updated: Displays the most recent timestamp of any changes made to a task.
• View Application: Provides direct access to the container application URL where the FlowX.AI process related to a specific task is running.

1. Navigate to the Task Management Interface:
   • Open the Task Management section within the project and select the desired View that contains the list of tasks.
2. Locate the Task:
   • In the selected view (e.g., All Tasks, Custom View), find the task you want to inspect. Use filters and sorting options if necessary to locate the task more efficiently.
3. Open Task Details:
   • Click on the task or select the Details option (often represented by an icon or “Details” link) associated with the task entry.
   • This action will open the Task Details panel, which provides an in-depth view of information specific to that task.

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Process status updates

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Swimlanes and Stages updates

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Swimlanes updates

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Stages updates

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Using the plugin

• Swimlane permissions for Task Management
• Assigning and unassigning Tasks
• Hold/unhold tasks
• Adding comments
• Viewing the application
• Bulk updates (via Kafka)

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Swimlane permissions for Task Management

1. BackOffice Swimlane:
   • Role: FLOWX_BACKOFFICE
   • Permissions:
     • Unhold: Allows the user to resume tasks that have been put on hold.
     • Execute: Enables the user to perform task actions.
     • Self Assign: Permits users to assign tasks to themselves.
     • View: Grants viewing rights for tasks.
     • Hold: Allows tasks to be temporarily paused.
2. Manager (Supervisor) Swimlane:
   • Role: FLOWX_MANAGER
   • Permissions:
     • Unhold: Allows the user to resume tasks that have been put on hold.
     • Execute: Enables the user to perform task actions.
     • Self Assign: Permits users to assign tasks to themselves.
     • View: Grants viewing rights for tasks.
     • Hold: Allows tasks to be temporarily paused.

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Task assignment and reassignment

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Hold/unhold tasks

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Adding comments

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Viewing the application

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Process settings level

{container app url}/process

You can also use a predefined generic parameter as the URL: ${genericParameter}.

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Process data level

output.put("task", {"baseUrl": "https://your_base_url"});

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Bulk updates

• 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.

{

  "operations": [
    {
      "operationType": "HOLD",
      "taskId": "some task id",
      "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223", // the id of the process instance
      "swimlaneName": "Default", //name of the swimlane
      "owner": null,
      "author": "john.doe@flowx.ai",
      "requestID": "1234567891"
    },
    {
      "operationType": "HOLD",
      "taskId": "some task id",
      "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
      "swimlaneName": "Default", //name of the swimlane
      "owner": null,
      "author": "jonh.doe@flowx.ai",
      "requestID": "1234567890"
    }
  ]
}      

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Updating Task Manager metadata through Business Rules

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Updating task title and priority

// Define your task title
taskTitle = "SME Branch Lending";
taskPriority = 1; 

// Update the task title
output.put("task", {
    "title": taskTitle,
    "priority": taskPriority
});

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Setting dynamic value based on business logic

// Get client data and loan amount
const clientDataSection = input.clientDataSection;
const loanAmount = input.loanAmount;

// Create a descriptive task title
const taskTitle = `Loan Application # ${clientDataSection.firstName} - ${clientDataSection.lastName}`;

// Set priority based on loan amount
let taskPriority;
if (loanAmount > 50000) {
    taskPriority = 1; // HIGH priority for large loans
} else if (loanAmount > 10000) {
    taskPriority = 2; // MEDIUM priority for medium loans
} else {
    taskPriority = 3; // LOW priority for small loans
}

// Update both title and priority
output.put("task", {
    "title": taskTitle,
    "priority": taskPriority
});

// Get relevant data from the process
const clientName = input.get("customer.fullName");
const applicationId = input.get("application.id");
const loanAmount = input.get("loan.amount");

// Create a descriptive task title
const taskTitle = `Loan Application #${applicationId} - ${clientName} - ${loanAmount}`;

// Update the task title
output.put("task", {
    "title": taskTitle
});

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Full-Code implementation

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FAQs