{"id":20440,"date":"2022-03-25T13:46:04","date_gmt":"2022-03-25T12:46:04","guid":{"rendered":"https:\/\/help.openbee.com\/workflow-task-list\/"},"modified":"2026-05-13T10:47:50","modified_gmt":"2026-05-13T08:47:50","slug":"workflow-task-list","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/workflow-task-list\/","title":{"rendered":"Workflow Task List"},"content":{"rendered":"\n

Go to the “tasks” interface<\/h1>\n\n

To access the list of tasks: click on this icon <\/p>\n\n

A window will appear with all the dashboard items\/click on Tasks:<\/p>\n\n

\"\"\/<\/figure>\n\n

By clicking on the ” Tasks” tab,<\/em> a guided tour will automatically be launched to explain the role of each element.<\/p>\n\n

\"\"\/<\/figure>\n\n

You can also manually launch the tour from your profile.<\/p>\n\n

\"\"\/<\/figure>\n\n

The task list interface consists of two main tabs “To be processed” and “To be continued<\/em>” which allows you to process and track your tasks, you can also decline and validate tasks by clicking on the “To be processed”<\/em> tab<\/p>\n\n

The “to be processed” tab<\/h1>\n\n

This screen allows you to view and modify all the tasks that are being processed or carried out and that are assigned to the logged-in user or one of his delegates.<\/p>\n\n

\"\"\/<\/figure>\n\n

Description of Columns<\/h1>\n\n

Status<\/strong> : “Pending”, “Overdue”, “Approved” or “Denied”.<\/p>\n\n

By default, “Pending” and “Overdue” tasks are displayed<\/p>\n\n

Number: <\/strong>Indicates the identifier of the task in the list<\/p>\n\n

Tasks<\/strong> : In this column you will find the document name, the task type, the workflow name, and the task name<\/p>\n\n

If the logged-in user is the actor of the task, they can click on the task to view the detailed view.<\/p>\n\n

The eye icon allows you to view the document.<\/p>\n\n

By clicking on the comment icon, you can see the number and comments associated with the document as well as add new ones.<\/p>\n\n

\"\"\/<\/figure>\n\n

Initiator: <\/strong>this is the person who filed the document or filled out the form<\/p>\n\n

Entry Date: <\/strong>The date the document was filed<\/p>\n\n

Actor : The person in charge of the task<\/p>\n\n

To change the actor, simply click on the pen icon next to the actor’s name. <\/p>\n\n

Click on the drop-down list and select the user(s) or a group of users<\/p>\n\n

\"\"\/<\/figure>\n\n

A task can now be reassigned not to a single user but to multiple users or a group of users.<\/p><\/blockquote>\n\n

Due Date:<\/strong> The amount of time left before the task is overdue<\/p>\n\n

Completion date: date <\/strong>of validation or rejection of the task<\/p>\n\n

The ” Validate<\/strong> ” and ” Decline<\/strong> ” buttons allow you to process tasks in batches.<\/p>\n\n

Only tasks assigned to the logged-in user can be processed.<\/p>\n\n

You can validate your document either directly from the task list by clicking on <\/p>\n\n

<\/h1>\n\n

Or by clicking on the link to display the screen containing the document view and the validation of the task<\/p>\n\n

\"\"\/<\/figure>\n\n

The Delegate<\/strong> button: allows you to delegate the task to another actor either by creating a single task <\/a>or by creating a workflow on the fly<\/a><\/p>\n\n

\"\"\/<\/figure>\n\n

By checking the ” Actions” box,<\/strong> you can perform several operations:<\/p>\n\n

\"\"\/<\/figure>\n\n

You can validate jobs in batches or choose to decline them<\/p>\n\n

You can also export the task list to CSV, <\/strong>for this:<\/p>\n\n

  • Select the tasks you want to export<\/li>
  • Click on “ CSV Export of Task List”<\/strong><\/li>
  • A message will appear informing you that you can download the file: <\/li>
  • Click Download<\/strong><\/li>
  • A CSV file is downloaded by your web browser<\/li><\/ul>\n\n

    It is also possible to create a unit task, independently of a workflow, from the actions menu on a document<\/p><\/blockquote>\n\n

    The “to be continued” tab<\/h1>\n\n

    The next “To Follow”<\/strong> interface displays the lists of tasks to be followed by the supervisor or by the workflow initiator<\/p>\n\n

    \"\"\/<\/figure>\n\n

    The “Selection Actions<\/strong>” button allows maintenance operations on tasks:<\/p>\n\n

    • Follow-up<\/strong> by email: the actors of the selected tasks will receive a reminder by email<\/li>
    • Purge documents<\/strong> : Documents will exit the workflow with a “Declined” status.<\/li>
    • View Workflow: View <\/strong>the workflow diagram<\/li>
    • Edit Workflow: Allows <\/strong>you to edit the workflow associated with the task.<\/li><\/ul>\n\n

      Filters<\/h1>\n\n

      This option allows you to sort through all columns, using the filter at the top right of the task list.<\/p>\n\n

      For example: to view ” overdue<\/strong> ” tasks, simply click on the filter icon <\/p>\n\n

      Click on the drop-down list and choose the status.<\/p>\n\n

      \"\"\/<\/figure>\n\n

      You can also filter by task type.<\/p>\n\n

      Choose a “workflow” task type: two fields are automatically added: Workflow Name<\/em> and Tasks<\/em>.<\/p>\n\n

      \"\"\/<\/figure>\n\n

      Once you choose the workflow name, all tasks associated with the selected workflow will automatically appear.<\/p>\n\n

      You can reset the filters in your to-do list by clicking the “Reset Filters”<\/em> button<\/p>\n\n

      \"\"\/<\/figure>\n\n

      The user’s search filters between sessions will be saved.<\/p><\/blockquote>\n\n

      Export the history of tasks associated with a document in PDF format<\/h1>\n\n

      To export the history of tasks associated with a PDF document<\/p>\n\n

      • Click Document Actions\/ Advanced<\/em><\/li>
      • Click on Export Summary<\/em><\/li><\/ul>\n\n
        \"\"\/<\/figure>\n\n

        A window appears:<\/p>\n\n

        \"\"\/<\/figure>\n\n
        • Click on Validate<\/em><\/li><\/ul>\n\n

          A background processing information message is displayed to inform you that the operation is being processed.<\/p>\n\n

          \"\"\/<\/figure>\n\n

          Once the operation is complete, another message will be displayed with a download link<\/p>\n\n

          • Click Download<\/em><\/li><\/ul>\n\n
            \"\"\/<\/figure>\n\n

            Here is a preview of how to view your export of the document’s task history.<\/p>\n\n

            \"\"\/<\/figure>\n","protected":false},"excerpt":{"rendered":"

            Go to the “tasks” interface To access the list of tasks: click on this icon A window will appear with all the dashboard items\/click on Tasks: By clicking on the ” Tasks” tab, a guided tour will automatically be launched to explain the role of each element. You can also manually launch the tour from […]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20491,"menu_order":11,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20440","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20440","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=20440"}],"version-history":[{"count":6,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20440\/revisions"}],"predecessor-version":[{"id":38743,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20440\/revisions\/38743"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20491"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20440"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}