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Tasks

With Tasks, you can assign specific activities to users and track their progress. The recipient is informed about the task and can update the processing status directly in the corresponding Flow Path entry.

Create a New Task via the Flow Path Info FactBox

Through the Flow Path Info FactBox, you can directly record new tasks to a record and assign them to users or user groups. This allows you to centrally manage activities related to a record and track their progress.

Follow these steps to create a task via the Flow Path Info FactBox:

  1. Navigate to any record, for example, an entry in the Posted Sales Invoices.
  2. Select a record.
  3. The Flow Path Info FactBox will be displayed on the right side.
  4. Open the drilldown menu of the Flow Path Info FactBox by clicking on Flow Path.
  5. Select the action New Entry.

  6. Activate the toggle next to Create Task, Task from a Catalog, or Task from a Template.

    • Create Task
      On the next page, enter the desired task in the text field. Additionally, you can specify whether the task should be marked as a critical task. Furthermore, you have the option to add a subtask. The subtask will be created on the next page of the wizard.

    • Task from a Catalog
      On the next page, select a task catalog. Click Next to view the tasks defined within it. Then select the desired task.

    • Task from a Template
      On the next page, select a task template and click Next. All tasks previously stored in the template will then be displayed. Recipients already defined in the template will be automatically carried over and pre-selected. The assignment can be adjusted if necessary before creating the entry.

  7. Click Next to assign the task to a user or user group. Select the desired recipient and define a due date if necessary.

  8. Through the action Additional Entry, you can create another standalone task. Unlike a template, the new entry will not be combined with existing entries but will be created as a separate Flow Path Entry. For this entry, you can specify your own recipient and assign the task to a user or user group.

Info

In the category of tasks, there is a special feature. Here, a main task is created with a task leader who oversees it. After that, subtasks can be assigned to the respective users.

Add a Subtask to a Task

With Subtasks, tasks can be divided into smaller, standalone work steps.

  1. Navigate to any record, for example, an entry in the Posted Sales Invoices.
  2. Select a record.
  3. The Flow Path Info FactBox will be displayed on the right side.
  4. Open the drilldown menu of the Flow Path Info FactBox by clicking on Flow Path.
  5. Select the action New Entry.
  6. Activate the toggle next to Create Task.
  7. Enter your task in the Task field and select the responsible recipient.
  8. Activate the toggle Subtask and click Next.
  9. Record the subtask in the Task column.
  10. Specify whether the subtask should be assigned to a single User or a User Group, and then select the desired recipient in the Recipient column.
  11. Optionally, you can assign a Priority to the subtask.
  12. Click Finish to complete the wizard and create the entry with subtasks.

Task Status

With the Task Status, the progress of a task can be documented and updated. Changes in status are logged in the Flow Path History FactBox and are therefore always traceable. This allows all parties involved to transparently track the progress of a task.

The User to whom the task is assigned can update the task status. The following statuses are available to them:

  • Rejected

    The task has been rejected by the recipient. A comment can be added to document the reason for the rejection. The status can then be reset by the user.

  • In Progress

    The processing of the task has begun. The status can be reset by the user.

  • On Hold

    The processing of the task has been temporarily paused. If necessary, processing can be resumed at a later time.

  • Completed

    The task has been successfully completed. The status can be reset by the user.

Note

Every status change is logged in the Flow Path History FactBox and can be traced there at any time.

If the Creator of the task is not the same as the recipient, they have the following additional statuses available:

  • Reset Status

    Resets the current task status so that the task can be processed again.

  • Released

    The task has been reviewed and released by the creator. With this status, the creator confirms that the result meets expectations and the task has been successfully completed.

  • Incomplete

    The task has been completed by the assigned user, but the result does not fully meet the expectations of the creator or there are still open points. A comment can be added to describe missing information or required adjustments.

  • Complete Main Task

    The main task is completed. If there are still unapproved subtasks assigned to the task, a prompt will be displayed. Here you can decide whether to ignore the remaining subtasks and still complete the main task.

Critical Tasks and Subtasks

Attention

If subtasks have been marked as critical tasks and are not yet completed or released, the main task cannot be completed. Critical subtasks must first be processed and completed before the main task can be finished.

See also