{"id":20278,"date":"2022-03-25T13:46:12","date_gmt":"2022-03-25T12:46:12","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/user-guide\/workflow\/using-the-workflow\/"},"modified":"2026-05-13T10:47:33","modified_gmt":"2026-05-13T08:47:33","slug":"using-the-workflow","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/workflow\/using-the-workflow\/","title":{"rendered":"Using the Workflow"},"content":{"rendered":"\n<ul class=\"wp-block-list\"><li><a href=\"#UtilisationduWorkflow-Notificationsdet%C3%A2ches%C3%A0traiter\">Notifications of tasks to be processed<\/a><\/li><li><a href=\"#UtilisationduWorkflow-Listedest%C3%A2ches%C3%A0traiter\">List of tasks to be processed  <\/a><\/li><li><a href=\"#UtilisationduWorkflow-Traitementdest%C3%A2ches\">Task processing  <\/a><ul><li><a href=\"#UtilisationduWorkflow-Traitementunitaire\">Unit processing  <\/a><\/li><li><a href=\"#UtilisationduWorkflow-Traitementenlot\">Batch processing  <\/a><\/li><\/ul><\/li><li><a href=\"#UtilisationduWorkflow-Notifierdesutilisateursqu'unet%C3%A2cheesttrait%C3%A9e\">Notify users that a task is being processed<\/a><\/li><li><a href=\"#UtilisationduWorkflow-Actionssurledocumentavantletraitementd'unet%C3%A2che\">Actions on the document before a task is processed<\/a><\/li><\/ul>\n\n<h1 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Notificationsdet&#xE2;ches&#xE0;traiter\">Notifications of tasks to be processed<\/h1>\n\n<p>A user is notified of tasks to be processed in a workflow:<\/p>\n\n<ul class=\"wp-block-list\"><li>by email<\/li><li>from the dashboard<\/li><li>from the &#8220;Workflow&#8221; menu<\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907756-translated.jpg\" alt=\"\"\/><\/figure>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907755-translated.jpg\" alt=\"\"\/><\/figure>\n\n<p>Clicking on any of these items redirects the user to the &#8220;<strong>Workflow Task List<\/strong>&#8221; screen<\/p>\n\n<h1 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Listedest&#xE2;ches&#xE0;traiter\">List of tasks to be processed<\/h1>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907757-translated.jpg\" alt=\"\"\/><\/figure>\n\n<p>It is possible to sort on all columns. Some columns also allow a filter, such as to view tasks assigned to a particular user.<\/p>\n\n<p>Column descriptions:<\/p>\n\n<ul class=\"wp-block-list\"><li><strong>Status<\/strong> : &#8220;Pending&#8221;, &#8220;Overdue&#8221;, &#8220;Approved&#8221; or &#8220;Denied&#8221;. By default, &#8220;Pending&#8221; and &#8220;Overdue&#8221; tasks are displayed<\/li><li><strong>Entry Date: <\/strong>The date the task was assigned<\/li><li><strong>Deadline: The<\/strong> amount of time left before the task is overdue<\/li><li><strong>Name<\/strong> : The name of the workflow to which the task belongs<\/li><li><strong>Task<\/strong> : The name of the task. <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/> If the logged-in user is the actor of the task, they can click on the task to view the detailed view<\/li><li><strong>Actor<\/strong> : The person in charge of the task<\/li><li><strong>Document Name<\/strong> : The name of the document that triggered the task. <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/> Click on the document name to open a preview of the document in a pop-up<\/li><li><strong>Filing Rule<\/strong> : The rule with which the document that triggered the task was filed<\/li><li><strong>Metadata: Metadata<\/strong> associated with the document. In order to keep lines low, only the first two metadata are displayed.  <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/>  Click the arrow to view the other metadata.<\/li><li><strong>Comments<\/strong> : The number of comments associated with the document. <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/> Click on the number to see the comments and add new ones.<\/li><\/ul>\n\n<p>By selecting a filter on a ranking rule or on the name of a workflow triggered by a ranking rule, columns corresponding to the rule&#8217;s metadata are added. This allows tasks to be sorted by metadata values.<\/p>\n\n<p>As of version 6.13.4, it is possible to configure <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/workflow\/using-the-workflow\/create-custom-filters\/\">custom personal filters<\/a>.  <\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907766-translated.jpg\" alt=\"\"\/><\/figure>\n\n<h1 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Traitementdest&#xE2;ches\">Task processing<\/h1>\n\n<h2 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Traitementunitaire\">Unit processing<\/h2>\n\n<p>To complete the assigned task, the actor can click on the name of the task:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907758-translated.jpg\" alt=\"\"\/><\/figure>\n\n<p>A window will then open offering a preview of the document concerned by the workflow on the left and possible actions on the right:  <\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907759-translated.jpg\" alt=\"\"\/><\/figure>\n\n<p>If, during the workflow settings, the administrator has selected a group of users for the next task, then the actor will have to select the next actor from this group of users at this stage.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907760-translated.jpg\" alt=\"\"\/><\/figure>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>Depending on how the workflow has been <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/\">configured by the administrator<\/a>, you may have to choose the next task and\/or the actor of the next task.<\/p><\/blockquote>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>Processing of tasks on an assembly line<\/p><cite>After validating a task, the next task will be automatically presented to the user.<\/cite><\/blockquote>\n\n<p><\/p>\n\n<h2 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Traitementenlot\">Batch processing<\/h2>\n\n<p>It is possible to &#8220;Validate&#8221; or &#8220;Refuse&#8221; batch tasks from the task list:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907761-translated.jpg\" alt=\"\"\/><\/figure>\n\n<h1 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Notifierdesutilisateursqu'unet&#xE2;cheesttrait&#xE9;e\">Notify users that a task is being processed<\/h1>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>This feature is only available if the workflow administrator has allowed it when <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/creating-and-editing-tasks\/\">setting up the current task<\/a>.<\/p><\/blockquote>\n\n<p>When validating or declining the task, you can choose to send a notification email to a group or user.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907770-translated.jpg\" alt=\"\"\/><\/figure>\n\n<h1 class=\"wp-block-heading\" id=\"UtilisationduWorkflow-Actionssurledocumentavantletraitementd'unet&#xE2;che\">Actions on the document before a task is processed<\/h1>\n\n<p>All the actions usually available on the document are accessible from the validation screen of a task:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/05\/273907762-translated.jpg\" alt=\"\"\/><\/figure>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>Only actions that are allowed by the user&#8217;s permissions on the document are accessible.<\/p><cite>In the event that the task administrator allows versioning, versioning and versioning actions are available even if the logged-in user does not have permissions for these actions on the document.<\/cite><\/blockquote>\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Notifications of tasks to be processed List of tasks to be processed Task processing Unit processing Batch processing Notify users that a task is being processed Actions on the document before a task is processed Notifications of tasks to be processed A user is notified of tasks to be processed in a workflow: by email [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20176,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20278","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20278","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20278"}],"version-history":[{"count":3,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20278\/revisions"}],"predecessor-version":[{"id":38832,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20278\/revisions\/38832"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20176"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20278"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}