erwin Evolve 2023.1.0 - General

Working with Tasks

Tasks are an integral part of Evolve Workflow and are assigned to users in the following two instances:

• When users are set as an Approver of Page or Object Instance as part of the Review and Approval workflow, they will receive Tasks when users edit data that they must approve.

• When users share a page with a Role, all members of the Role are assigned Tasks to prompt them to review the page.

Depending on how a Workflow is configured, when Tasks are assigned, users may receive an Email notification as well.

What do you want to do?

Create an approval request/task:

To create an approval request/task:

1. Open the browser and login to erwin Evolve Web.

2. Click a model. For example, EDGEWorkflow.

3. Click Workflow.

4. Click New Application.

   

   An application form appears.

5. Enter details in the required fields. Fields marked with asterisk are mandatory.

Attachments Notification Message

Depending on the scenario, the following messages appear when you upload an attachment to the approval form:

File types supported for attachments:

The file types supported for attachments are as follows:

• BMP

• JPG

• PNG

• TXT

• CSV

• PDF

• XML

• JSON

• DOC

• DOCX

• PPT

• PPTX

• XLS

• XLSX

6. Click Submit to submit the form or click Save For Later to save the form.

Once the form is submitted, you will be notified that the form has been submitted and sent to the reviewer for approval.

To view the approval request/task:

1. Under ADMIN, click My Profile.

   

   The My Profile screen appears.

2. Under Application Request, click My Request.

   

   The My Request screen appears.

To review tasks raised by the requestor:

1. Login to erwin Evolve Web with reviewer.

2. Click Tasks.

3. Select the application form that you want to review.

4. Click Assign to Me.

5. Click Take Action.

An application form opens.

6. If you are reviewer 1, enter the review comments in the First Review Comments box and click Validate.

7. If you are reviewer 2, enter the review comments in the Second Review Comments box and click Validate.

Once you click Validate, you will be notified that “Your Action was successfully submitted. Requested User will be Notified”.

To send the application form back to the user:

1. If you are reviewer 1, enter the review comments in the First Review Comments box and click ReSubmit.

2. If you are reviewer 2, enter the review comments in the Second Review Comments box and click ReSubmit.

You will be notified that “Your Action was successfully submitted. Requested User will be Notified”.

To reject tasks raised by requestors:

1. If you are reviewer 1, enter the review comments in the First Review Comments box and click Rejected.

2. If you are reviewer 2, enter the review comments in the Second Review Comments box and click Rejected.

You will be notified that “Your Action was successfully submitted. Requested User will be Notified”.

View your pending Tasks

To view your pending Tasks:

1. In your Evolve Site, click the Tasks menu.

The sub-menu lists up to five Tasks that are unread.

2. Click on a Task to go directly to it, or click See all tasks to view all your Tasks.

By default the My Tasks page is shown so the pending Tasks are displayed.

3. Select a Task to view its details.

Review and approve/reject data change requests by another user

If you are in an Approver Role for a Page or Object Instance, or you are a User assigned as an Object Instance Approver, you are assigned Tasks to review the changes and then accept or reject changes made by other users.

To review and approve or reject data change requests:

1. View your Task from the Tasks menu or by following thelink in the notification email.

2. The page shows you all the changes made by the user, including the previous and new values.

3. Go through Review each change and choose whether to Accept or Reject it.

Alternatively, you can use the Accept All or Reject All buttons.

4. Once you have Approved or Rejected all the changes, click the Submit review button.

The changes are submitted, and your Task is marked as 'completed'. A notification email with the results of the review is sent to the user who made the changes.

Before you submit, you can enter comments in the comments text box. These will be visible to the user so they can understand why you rejected or approved their change request.

Confirm you have reviewed a shared page

If a user has shared a page with a Role, all members of that Role must confirm they have reviewed the page.

To confirm you have reviewed a shared page:

1. Navigate to the Task by using the Tasks menu in your Evolve Site, or by following the link provided in the notification email.

2. Click on Take Action button to navigate to the page to be reviewed.

3. Once you have reviewed the page, click the Confirm you have reviewed this page button.

The Task is complete.

View pending Tasks you initiated

If you initiated a Task, either by a data change request, or by sharing a page for review, you can view the details of the Task while it is still incomplete.

To view pending Tasks you initiated:

1. Use the Tasks menu to See all tasks.

2. Click the My Requests sub-menu.

All Tasks you initiated are displayed.

3. On the Task you want to check:

• Click Show Assignees on page sharing Tasks to see who has reviewed the page.

• Click Show Approvers on data change request Tasks to see the list of Approvers.

Cancel a pending Task you initiated

If you initiated a Task, you can cancel it at any time before the Task is completed.

To cancel a Task you initiated:

1. Use the Tasks menu to See all tasks.

2. Click the My Requests sub-menu.

All Tasks you initiated are displayed.

3. Click the Trashcan icon next to the Task that you want to cancel.

The Task is deleted and is removed from all Assignees' and Approvers' Task lists.

View completed Tasks

To view your completed Tasks:

1. In your Evolve Site, click the Tasks menu.

2. On the sub-menu, click See all tasks to view all your Tasks.

3. Select My Tasks or My Requests in the sub-menu to see Tasks that have been assigned to you, or ones that you initiated by sharing a page with a Role.

By default, the My Tasks page is active so the pending Tasks are displayed.

4. Click the Completed filter to view just completed Tasks.

Additionally filter the list by time (from now) using the 1 Month, 3 Months and 1 Year filters.

View Notifications

If you are involved in a Task, you receive notifications in your Evolve Site when the task related activity is performed.

These notifications can be accessed using the Notifications link in the main Site menu.

If new notifications exist, they are highlighted in the menu.

To view your notifications:

1. Click the Notifications menu.

Click Older and Newer  to move through the pages of notifications.

Click 1 Month, 3 Months, 1 Year or All  to specify the duration of notifications displayed.

Delete a Notification

To delete a notification:

1. Click the Notifications menu.

2. Use the pagination and date filtering controls to locate the notification you want to delete.

3. Click the trashcan icon at the top-right of the notification.

Transfer a Task

When a task is assigned to you as 'My Tasks', you can either assign it to yourself, or transfer it to another user.

To transfer a task: 

By default the 'My Tasks' page is active and displays the pending Tasks.

The Action/Transfer options will display.

A list of users to whom the task could be potentially delegated is displayed.

1. In your Evolve site, click on the Task menu.

2. From the sub-menu, click See All Tasks to view all tasks.

3. Select My Tasks, to view the tasks assigned to you.

4. Select and open the task you wish to transfer.

5. Select the Transfer Task option.

6. Select the user that you wish to transfer the task to, and you will be presented with the option to add a brief message explaining the reason for the transfer.

7. Click on Submit button.

You will be notified that “The task was delegated to the selected user”.

All references to the task are removed from the original user's profile and they are no longer associated with it.

The task is added to the transferred user's My Tasks' list.

The task's history is now updated to display the task transfer.

Request an Object be validated

If your Site is configured to support Object Validation requests, you can make a request on any page showing a supported Object Type.

To request an object be validated:

1. On a supported Object Page, click the Create Task button.

2. In the Validators section, select all the people you want to validate the object.

Use the Filter box to type people's names to find them in the list.

3. In the Message field, optionally enter a message explaining why you want the object validated, or note any information that may be of use to the validators.

4. Click Submit.

Comment on a Task requiring action

If you have a pending task to action, you can add a comment to your response.

To add a comment to a response:

A Comment field will display.

1. Navigate to the relevant Task using the Tasks menu in your Evolve Site, or by following a link in the Task email.

2. Click on Add Comment (located next to the Submit button).

3. Enter your comments or any information for the requester.

4. Click Submit. Your comments will be attached to your response.

Comments sent from the Assigner will be stored in the Task's history and are only visible to the original Requester and associated Assignees.

Change Calendar Due Date

If you have created a task that requires actioning, the Server Configuration automatically sets its Due Date Interval to three days. This date can be changed using the Date Picker.

To customize a task's due date:

1. When creating a Task Request, click on the Change Due Date button (located next to the Submit  button).

2. A date field will display.

3. Click on the field or calendar icon and the Date Picker will display enabling you to select a custom date from the calendar.

4. Review your change, and then click on Submit.

View Object Validation Status

If an Object has a pending validation request, it is possible to view the status of this request on its Object Page.

To view the status of an Object's validation requests:

1. In your Evolve site, open up the desired Object Page.

The status message will display at the top of the Page sub-menu.