Full Task Listļƒ

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.

Note

Grant permission šŸ”‘AccessFullTaskList to allow a user to access the full task list ( task-list-icon Tasks) 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 ā€œparkedā€ 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 HowToā€™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

  8. Category

  9. Application (This column is not displayed by default)

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. Trigger Escalation Task

  6. 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 HowToā€™s below.

    detailed-task-information-documents

detailed-task-information

HowTo: Use existing filterļƒ

Hint

If there are no public filters and you didnā€™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 filterļƒ

  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

ID

The filter lets you specify the task identify number

Name

The filter lets you specify the task name

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.

Application

This filter lets you select the application

Hint

  1. You can create a new filter by selecting an existing filter, reconfiguring it, and saving it.

  2. Only users with the admin role AXONIVY_PORTAL_ADMIN can save the filter for all users.

HowTo: Configure displayed tasks in the Full Task Listļƒ

  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 Detailsļƒ

  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 caseļƒ

  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

Note

Grant either permission šŸ”‘DocumentOfInvolvedCaseWrite or šŸ”‘DocumentWrite to allow a user to upload documents.

HowTo: Remove an attachment from the caseļƒ

  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

Note

Grant either permission šŸ”‘DocumentOfInvolvedCaseWrite or šŸ”‘DocumentWrite to allow a user to delete documents.

HowTo: Add a note to a taskļƒ

  1. Open the task details of a task

  2. Click on the link add-icon Add note 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

Note

Notes of a task are displayed in the Notes table of the task details, and in the History table of its business case.

If the task belongs to a technical case, its notes are also displayed in the History table of this technical case.

Grant permission šŸ”‘TaskCaseAddNote to allow a user to add task and case notes.

HowTo: Export a task historyļƒ

  1. Open the task details of a task

  2. Click on the link show-more-icon Show more 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 Eventsļƒ

Note

Grant permission šŸ”‘WorkflowEventReadAll to allow a user to see all workflow events of a task.

  1. Open the task details of a task

  2. Click on the link Actions on the right top corner of the Data and Description section

  3. Click the link Workflow Events on the overlay panel to see Workflow Events dialog

Workflow Events dialog

workflow-events-table

HowTo: Export Task Listļƒ

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

export-to-excel-button

HowTo: Share Task Detailsļƒ

  1. Open the task details

  2. Click on the share button share-icon

how-to-share-task-details

Note

Grant permission šŸ”‘ShareTaskDetailsLink to allow a user to share task details.