Human Task

Definition

This action needs manual intervention.  It is intended to ask specific users to perform a task, which will be available for them under their User Task List.  The flow will only continue once the task is finished.

Instructions

Drag and drop the Human Task action from the list on the left into the diagram, under the corresponding “+” icon.

Human Task

Customize the name and description of the action on the Step Properties panel to the right.

A Due Date must be set as a reference for the users, however, the task won’t expire if not performed on time.  The number of days, weeks, or months established, will only start to count after the Task is started.

In order for users to work on these actions, they need to access the My Tasks tab under VisualVault's Core.  

Document Management

Document Management is an option for adding complementary information that will help the users with their tasks.

Links

In order to add a link, go to the Links tab, type or paste the link on the Upload Links box, and then click on Attach Link.

Each link you attach will appear on the list to the right.  Once all links are attached, click on Save to commit the changes and return to the workflow diagram.

• Any of the links can be removed by clicking on the trashcan icon on the right.

Forms

In order to add a Form, go to the Forms tab and select the main Form.  All available fulfilled Forms will appear under the list on the left.  Select the ones you would like to attach and click on the arrow pointing to the right.

• A search box is available in order to find specific forms by name.

Each form you attach will appear on the list to the right.  Once all forms are attached, click on Save to commit the changes and return to the workflow diagram.

• Forms can be previewed before and after selection by clicking on the eye icon.
• Forms can be removed from the list by selecting them and clicking on the arrow pointing to the left.

Documents

On the Documents tab there are two types of document selection, depending on whether the items to be attached will be static or vary based on certain conditions.

Both methods can be used at the same time by switching between Simple and Dynamic.

Simple

This option allows you to attach steady, pre-established documents.

All available documents will appear under the list on the left.  Select the ones you would like to attach and click on the arrow pointing to the right.

• A search box is available in order to find specific documents by name.

Each document you attach will appear on the list to the right.  Once all items are attached, click on Save to commit the changes and return to the workflow diagram.

• Documents can be previewed before and after selection by clicking on the eye icon.
• Documents can be removed from the list by selecting them and clicking on the arrow pointing to the left.

Dynamic

This option will allow you to set a document search through specific conditions.  The documents resulting from the search will be attached to the Human Task. 

In order to set the conditions for your document search, go to the Dynamic tab and click on Add new condition.

Select the first Data Source of your comparison line.

• Document Fields: Fields from the Document you will select.
• Index Fields: Document’s metadata fields that can be set up on the Core.

Select the corresponding Document or Index Field.

Select the type of comparison you want to apply between sources. 

The comparison options available on the drop-down list will be subjected to the type of data contained in the first field.

• = : Equal
• <> : Not Equal
• > : Greater Than
• < : Less Than
• >= : Greater Than or Equal
• <= : Less Than or Equal
• Range
• contains
• notcontains
• begins with
• ends with

Select the second source for comparison. 

• WF Variable: Variables created inside the Workflow you are working on.
• Value: Compare it with a specific value.

Select the corresponding WF Variable or type in the Value.

More comparison lines can be added by clicking on "Add next condition".  The new line will appear below the last one created.

Lines can be deleted by clicking on the trash can icon.

When more than one line of comparison is added, they can be separated with operators in order to indicate the server exactly what needs to be searched and compared, as well as in which order.

• And: all comparisons, or sets of comparisons, followed by AND need to be TRUE in order for the query to be TRUE. 
• Or: if at least one of the comparisons, or set of comparisons, followed by OR is TRUE, the query will be TRUE.
• Handlers: are available in case you need to set priority between the different lines or set of lines. Once you open parenthesis at the beginning of a line, it needs to be closed at the end of the same line or at the end of the group of lines you would like to prioritize.

Once all conditions are set, click on Save to commit the changes and return to the workflow diagram.

Form Templates

In order to add a Form Template, go to the Form Templates tab.  All available items will appear under the list on the left.  Select the ones you would like to attach and click on the arrow pointing to the right.

• A search box is available in order to find specific Form Templates by name.

Each Form Template you attach will appear on the list to the right.  Once all items are attached, click on Save to commit the changes and return to the workflow diagram.

• Form Templates can be previewed before and after selection by clicking on the eye icon.
• Form Templates can be removed from the list by selecting them and clicking on the arrow pointing to the left.

Configure

Set the group of users to which the Human Task Action will be visible, by clicking Configure on the bottom right of the Step Properties window.

Select all the applicable groups of users that should be able to see the Human Task under their User Task Lists and then click on the arrow pointing to the right.

• A search box is available in order to find specific groups by name.

Each item selected will appear on the list to the right.  

• Groups can be removed from the list by selecting them and clicking on the arrow pointing to the left.
• Groups are configured on the VisualVault’s core page, they are not managed here.

Define the Assigned Group, the only group able to start a Task, by clicking on the Unassigned link on the top.  Any group can be selected, even if it was not previously added to the Alternate groups.

• If the Assigned Group was not under Alternate groups, it will be added automatically.  

The Assigned Group can also be indicated directly from the list of Alternate Groups by clicking on the circled arrow icon on the right. If there was a group already selected, it will be automatically substituted.

To modify the Assigned Group, click on the pencil icon near the group's name.

Once all groups are set, click on Save to commit the changes and return to the workflow diagram.