Task management

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How it works

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Tasks and process instances

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Tokens and swimlanes

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Parallel gateways

• The parent token is paused (ON_HOLD) while child tokens execute in parallel.
• Each child token is tracked independently inside the same task.
• If multiple tokens land in the same swimlane, Task Management automatically deduplicates them so the task list shows a single entry per swimlane.
• When all parallel paths complete and the gateway joins, the parent token resumes.

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Enabling task management for a process

1. In FlowX Designer, open the process definition and go to Process Settings → Task Management tab.
2. Toggle Use process in task management to ON.

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Key features

• Views: Configurable interfaces to display task-related data, scoped to a process definition.
• Stages: Monitor the progression of tasks within a process by identifying where a case may have stalled. Useful for tracking business stages like onboarding, verification, and validation.
• Allocation rules: Automatically distribute tasks among users based on current workload. The user with the fewest assigned tasks in the target swimlane is selected.
• Localization (Available in 5.1.1+): Multi-language support with 34+ languages. Configure substitution tags in CMS while table grid localization happens automatically. See Task Management Localization for details.

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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: A numeric value set via business rules, used for sorting and filtering tasks in views.
• 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: The current process instance status, such as STARTED or FINISHED. See Process status updates for all values.
• Custom parameters: User-defined keys within the process settings, which become available only after their configuration is complete.

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Custom 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.

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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).

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View filter operators reference

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Data type filter compatibility

• Equals, Not Equals, In, Starts With, Ends With, Contains, Not Contains

• Equals, Greater Than, Less Than, Greater Than or Equal, Less Than or Equal, Range

• Equals, Not Equals, Greater Than, Less Than, Greater Than or Equal, Less Than or Equal, Range

• Equals

• In

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: A numeric value (set via business rules) used for sorting and filtering tasks. Does not affect automatic allocation.
• Status: The current process instance status (for example, STARTED, FINISHED, or ON_HOLD).
• Stage: The current stage 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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Export and import views

1. Navigate to the Views list in Task Manager
2. Open the context menu and select Import from Zip
3. Select the ZIP file exported from another project or environment
4. If views with the same identifiers already exist, a Review Resource Identifiers Conflicts modal appears
5. Choose a strategy for each conflicting view (or use Apply to all):
   • Keep both - imports the view as a new copy alongside the existing one
   • Replace - overwrites the existing view with the imported version
   • Skip this one - keeps the existing view unchanged
6. Click Continue to complete the import

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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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Task operations via Kafka

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Available operation types

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Field descriptions

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Owner object structure

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Required parameters by operation

{
  "operationType": "ASSIGN",
  "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
  "swimlaneName": "Default",
  "owner": {
    "username": "user@flowx.ai"
  }
}

{
  "operationType": "UNASSIGN",
  "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
  "swimlaneName": "Default"
}

{
  "operationType": "HOLD",
  "taskId": "a1b2c3d4-e5f6-7890-abcd-ef1234567890",
  "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
  "author": "admin@company.com"
}

{
  "operationType": "UNHOLD",
  "taskId": "a1b2c3d4-e5f6-7890-abcd-ef1234567890",
  "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
  "author": "admin@company.com"
}

{
  "operationType": "TERMINATE",
  "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
}

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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",
      "swimlaneName": "Default",
      "owner": null,
      "author": "john.doe@flowx.ai",
      "requestID": "1234567891"
    },
    {
      "operationType": "HOLD",
      "taskId": "some task id",
      "processInstanceUuid": "d3aabfd8-d041-4c62-892f-22d17923b223",
      "swimlaneName": "Default",
      "owner": null,
      "author": "john.doe@flowx.ai",
      "requestID": "1234567890"
    }
  ]
}

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Updating Task Manager metadata through business rules

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Reserved task.* keys

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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