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Task Catalog

With a task catalog, frequently needed tasks can be centrally defined and managed. Instead of rephrasing recurring work orders each time a Flow Path entry is created, users can rely on already prepared tasks.

Task catalogs are particularly suitable for standardized processes where certain activities need to be performed regularly. The stored tasks can be selected as needed and directly assigned to the responsible users or user groups.

Setting Up a Task Catalog

Follow these steps to create a task catalog:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Task Catalogs menu item.
  3. Click on + New to create a new task catalog.
  4. Assign a unique code for the task catalog. This serves to identify the catalog and should be chosen to be as descriptive as possible. Optionally, you can also provide a description to explain the purpose of the catalog.
  5. Navigate to the Tasks section.
  6. Enter the task under Task that should be stored in this catalog.
  7. Specify whether the task should be marked as critical. To do this, check the corresponding checkbox or leave it unchecked.
  8. Once you have completed the creation of the task catalog, you can leave the page.

Important

If you mark a task as critical and have activated the blocking function in the module setup, the affected record may not be processed further depending on the chosen blocking settings. Further processing is only possible after the critical task has been completed and accepted by the creator.

You can create as many task catalogs for different use cases as needed, thus centrally managing frequently used tasks.

How to create a task entry through a task catalog via the Flow Path Info FactBox is explained in Creating a Flow Path Task Entry

Setting Up Subtasks

With subtasks, more extensive tasks can be divided into several individual work steps. Each subtask can be assigned to its own user or user group.

This allows for better structuring of complex workflows, clear distribution of responsibilities, and targeted tracking of the progress of individual sub-steps. This ensures that all required activities are completed fully and in the correct order.

Follow these steps to set up subtasks:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Task Catalogs menu item.
  3. Select the task catalog for which you want to add a subtask to a task.
  4. Navigate to the Tasks section.
  5. Select a task for which you want to define one or more subtasks and switch to edit mode.
  6. Click on the action Show Details in the task area.
  7. You will be redirected to the detail page of the task.
  8. In the Subtasks section, you can set up a subtask.
  9. You can assign a priority to subtasks.

Removing or Deactivating a Task Catalog

Task catalogs cannot be deleted once they have been used. Instead, they can be deactivated. This keeps existing links and already created entries intact while making the catalog no longer visible for further use.

Follow these steps to deactivate or remove a task catalog:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Task Catalogs menu item.
  3. Select the task catalog you want to remove.
  4. Click on Delete.
  5. If the task catalog is already used in a Flow Path entry, you will receive a notice that the catalog cannot be deleted. In this case, it will be automatically deactivated and removed from the list of available catalogs.
  6. If the task catalog has not been used in any Flow Path entry, it will be completely removed after the delete action is executed.

Important

If you want to remove a task from a task catalog, this is only possible as long as no Flow Path entry has been created with this task.

If the task has already been used in a Flow Path entry, it can no longer be deleted to ensure the traceability of existing entries.

Marking Tasks as Critical Afterwards

When creating a task catalog, it is not always immediately clear whether a task should be classified as critical. If it later turns out that a task requires special attention, the Critical designation can be activated retroactively at any time.

Follow these steps to mark a task in a task catalog as critical:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Task Catalogs menu item.
  3. Select the task catalog in which you want to mark a task as critical.
  4. Navigate to the rows where the tasks were defined.
  5. Check the checkbox in the Critical column to mark the selected task as critical.

When you are finished, you can leave the page.

Information

If a task in a task catalog is marked as critical afterwards, Flow Path automatically applies this change to all existing and future entries that are based on this task.

If you have activated the blocking function in the module setup, please note that the processability of records may change. If a task is marked as critical afterwards, records for which a corresponding Flow Path entry already exists may be blocked for further processing.

Further processing is only possible after the critical task has been completed and accepted by the creator.

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