Before You Begin

This 45-minute Oracle-by-Example (OBE) shows how to create a notification with action links, including links for the recipient to indicate the status of assigned tasks.

In this OBE, you will:

• Create a notification with action links to ask recipients to verify their home address.
• Add Task Tracking links that allow the recipients to record the status of that task.
• Review the status of the task using the Task Tracking (P980070) application.

Note: This OBE uses a notification to send a message with tasks and the task tracking links to recipients. This capability is also available using an orchestration message step instead of a notification; the process is essentially the same.

Background

Starting with JD Edwards EnterpriseOne Release 24 (Tools Release 9.2.8.0), you can use the Task Tracking framework to keep track of the status of tasks assigned to recipients. The most common way to assign a task to a recipient is to use a notification or an orchestration message. When you assign one or more tasks to a recipient in a notification or a message and indicate that the task is to be tracked, Task Tracking assigns a task ID to the task, which records it in the Task Tracking application (P980070).

Users can update the status of their tasks directly in the Task Tracking application, or more conveniently, using links that you provide in the message. As users record more information about their tasks, over time the Task Tracking table (F980070) collects information that is useful for review and analysis, showing which tasks and processes are working well and which might need refinement. As such, Task Tracking is an important component of Enterprise Automation.

What Do You Need?

To perform the steps in this OBE, you will need:

• Access to a JD Edwards EnterpriseOne Release 24 environment with Tools Release 9.2.8.0 or later and the associated Tools roll-up ESU applied. JD Edwards EnterpriseOne Trial Edition running on Oracle Cloud Infrastructure is suitable, but you can use any environment with the proper Tools release.
• Access to Orchestrator Studio.

Creating a Notification with Tasks

In this exercise, you will create a notification asking recipients to verify their home address. You will add an action link to the Work With Addresses form. Then you will add links for the recipient to set the status of the task.

1. Sign in to the Orchestrator Studio.
2. Click Notifications.
3. Click New.
4. Complete the following fields:
   • Name: Verify Home Address
   • Description: Notification with Task Tracking to request that recipients validate their home address.
5. From the Type drop-down list, select Simple.
6. Click the triangle icon to expand the Message section.
7. In the Subject field, enter: Please Verify Your Home Address
8. Click the triangle icon to expand the Actions section.
9. Click Add to add an Application Link and then complete the following fields:
   
   
   • Application Link ID: Address Book (click Apply)
     
   • Application: P01012
   • Form: W01012B – Work With Addresses
   • Version: ZJDE0001 – New Address Book Version
   • Link Text: verify my home address
10. Click Save.
11. Click the Task Tracking icon to open the Task Tracking window.
12. Enable the Track Task option. The Task Tracking window displays the options for configuring Task Tracking.



13. Enable the Track by Subscriber option.
    Enabling this option will create a discrete task to be tracked for each subscriber.
14. In the Description field, enter: Verify Home Address.
15. Select the Use Date Rule option.
    The Task Tracking window displays the options for configuring a Due Date Rule.
    The Task Tracking framework will record this date as part of the task, enabling you to analyze and report statistics about the task, for example, if the task was completed before or after the due date.
16. For this OBE, let's use the default value of 3 Days for Due Date Rule. The system will assign a due date for this task that is three days from the day that the notification is sent.
17. Leave the Allow Due Date Override option disabled.  When enabled, this option allows the recipient to change the due date.
18. In the Tracking Link Options section, select the Link for Each State option. The Task Tracking window displays the options for Tracking States.
    Note: The Task Tracking framework provides a preconfigured set of common states. You can add your own custom states, for example “Pending,” by adding values to User Defined Code (UDC) table H98I/TT.
19. Select the In Process and Completed options. The system creates Placeholder links for these states, which you can now include in the message body.
    Verify that your Task Tracking configuration window looks like the following screenshot:



20. Click Close.
21. Click Save.
22. In the Body field of the message enter the following text:
It is very important that we have accurate records for your home address. Click here to
23. With the cursor at the end of the Click here to line, click the Placeholder drop-down list and select Address Book.Link.
    The system inserts the action link for the Address Book application that you created earlier.
24. Add a new line in the Body field and enter the following text:
    If you are still verifying your home address, click here:
25. With the cursor at the end of the above line, click the Placeholder drop-down list and select Address Book_IN PROCESS.Link.
    The system inserts a link with the text In Process that allows the task recipient to set the status of this task to In Process simply by clicking the link.
26. Add a new line in the Body field and enter the following text:
    When you have verified your home address, click here:
27. With the cursor at the end of the above line, click the Placeholder drop-down list and select Address Book_COMPLETED.Link.
    The system inserts a link with the text Completed that allows the task recipient to set the status of this task to Completed simply by clicking the link.
28. Click Save.
    Verify that the body of your notification message looks like the following screenshot:
    

    

    You can click Preview to see a preview of your message:

    

    Note: The editor enables you to apply many types of rich formatting to your message, for example, font styles, sizes, and colors, as well as adding tables and images. Feel free to experiment with these formatting features, but these are not necessary for this OBE.

Subscribing to and Sending the Notification

In this exercise, you will subscribe to the notification you just created and send the notification.

1. Sign in to the EnterpriseOne web client with the same user ID that you used in the previous exercise.
   If you are still in Orchestrator Studio and on the Notifications page from the previous exercise, click the Tools drop-down list, and then click JD Edwards EnterpriseOne.
2. In the EnterpriseOne web client, from your user ID drop-down list on the right side of the menu bar, click Manage Notifications, and then click My Subscriptions.
3. In the My Subscriptions window, click Add Subscription.
4. From the Available Notifications list, select the Verify Home Address notification that you created in the previous exercise.
5. On the Configuration page, let us use the default values. 
   Verify that the Notification List option is enabled so that the notification is delivered to your Notification List.
6. Click Save.
7. Click Cancel to close the My Subscriptions page.
8. Return to the Orchestrator Studio Notifications page and click the Verify Home Address notification you created in the previous exercise.
9. Click Test.
10. Enable the Dispatch Notifications option and click Execute.
    The system displays a message window with the message: “success”:true
11. Close the message window.


Viewing the Notification Message and Setting the Task Status

In this exercise you will view the notification message as a task recipient.

1. Return to the JD Edwards EnterpriseOne web client.
2. Click the Notification List (bell) icon in the menu bar and click the Please Verify Your Home Address notification.
   If you don’t see any notifications listed, click the Refresh icon.

   

   

   The verify my home address link will launch the Address Book – Work With Addresses form, which you configured as a notification application link in Orchestrator Studio. Before clicking the In Process or Completed links, proceed to the next exercise.

Reviewing Task Status

In this exercise, you will review the Task Tracking application (P980070) to see the task you created and understand how the statuses are updated.

1. From the EnterpriseOne web client, navigate to the Task Tracking application. In the Fast Path field, type P980070 and then press Enter.
   Note: You can also click the Navigator menu, click EnterpriseOne Menus, click EnterpriseOne Life Cycle Tools, click Orchestrator Management, and then click Task Tracking.
2. In the Work With Task Tracking window, you will see a record for the Verify Home Address task.
   

   

   Notice the data that is collected for this task, such as the Task Tracking ID, Task Sent Date, the Task Due Date, and so on. Take a special note of the value in the Task State field: Sent.
   Note: In this simplified example, a single record was created for the single subscriber. However, in a real scenario, a notification is likely to have multiple subscribers. Task Tracking will generate a discrete record for each subscriber.
3. Return to the notification message, and click the In Process link. The system displays a window with the Success message, indicating that the status has been updated.
4. Click Close to close the message window. 
5. Close the Notification message to return to the Task Tracking application, and click Find.
   Notice that the value in the Task State field has changed to In Process.
6. Return to the notification message, and click the Completed link. The system displays a window with the Success message. Close the message window.
7. Close the Notification message to return to the Task Tracking application, and click Find.
   Notice that the record for the task has disappeared from the grid. That is because the default query for the grid is to show only open tasks, and the Completed state indicates that the task is closed. Therefore, it is excluded from the grid.
8. In the header area, deselect the Open Tasks option. Notice that the grid refreshes and now displays your Verify Home Address task with the Task State value updated as Completed.
9. Select the Verify Home Address task from the grid and click Select.
   The Task Details and Task State tabs provide a wealth of data about the life cycle of this task.

Conclusion

In this OBE, you learned how to:

• Create a notification with action links
• Turn on Task Tracking for that notification
• Provide links for recipients to change the state of the task: “In Process” and “Completed”
• Read the notification message and use the links to change the state of the task
• Use the Task Tracking application (P980070) to review details about the task
  
  This OBE demonstrated a simple example of a single task being tracked for a single user. Imagine the volume and value of the data you could collect using Task Tracking to monitor the various activities throughout your enterprise.

Want to Learn More?

• JD Edwards EnterpriseOne Tools Orchestrator Guide
• JD Edwards EnterpriseOne Tools Notifications Guide
• Quick Tour: Task Tracking and Notifications Reminders
• Tutorial: Task Tracking