Use Your Worklist to Manage Workflow Tasks

Notifications are helpful for recent activities with workflow tasks, but to manage all your tasks, use your worklist instead. With your worklist, you can, for example, keep track of tasks that you created, or browse for tasks by status.

To get to your worklist, open the Worklist: Notifications and Approvals work area. You can also find your worklist on My Dashboard, if your administrator has added the Worklist: Notifications and Approvals region to that dashboard. There, you get a quick view of all the tasks that are currently assigned to you based on applied filters.

Note: If the Approvals work area is enabled by your administrator, it replaces the Worklist: Notifications and Approvals work area.

Use the Worklist: Notifications and Approvals Work Area

Let's look at some parts of this work area.

Callout Number	UI Element	What You Use It For
1	Current Selected View menu	To see a certain set of tasks, for example the tasks you created.
2	Actions menu	To perform an action on the tasks you select in the table.
3	Title column	To open the task details by clicking the task title.
4	Status list	To filter the tasks you see in the table based on the task status you select.
5	Show Tasks by Created Date list	To filter the tasks you see in the table based on created date. This filter applies only to the default My Tasks view.

Here's how you use this work area to manage workflow tasks:

1. Click Navigator > Tools > Worklist.

2. To see only the tasks that you created, click the Current Selected View menu and select Initiated Tasks. Or, just leave the default My Tasks view to see tasks assigned to you now or in the past, or select any other available view.

   Tip: The default created date filter is Last 7 Days, so it's possible you may not see all of the tasks you need to view or work on. If the table is empty, shows less activity than you'd expect, or doesn't include older tasks that you want to work on, try selecting a longer period from the Show Tasks by Created Date list. Similarly, you might not have any tasks with the Assigned status, which is the default status filter. To view additional tasks, select Any from the Status list. Remember, the Show Tasks by Created Date list is available only in the My Tasks view.

3. To act on a task without viewing the task details, select the row and use the Actions menu on the table toolbar. Or, click the task title to see the task details.

4. In the task details, you might also be able to do some things that don't affect the routing or status of the task. Those actions include adding comments, adding attachments, and viewing the approval history. If you don't see sections for those actions, use the equivalent options from the Actions menu in the task details.

   • Add Comments: Enter comments that anyone with access to the task can see.

   • Add Attachment: Attach files that anyone with access to the task can see.

   • View Approvals: See the approval history for the task. For example, for a task that you created, you can see who already acted on your request, whose approval you still need, and what the status is with each assignee.

     If you see both a table and a flowchart, you're looking at two views of the same history, with past assignees listed in sequential order. To add more assignees to the task:

     1. In the History table, select a future assignee who hasn't yet acted on the task.

     2. On the table toolbar, click the Add icon to insert an assignee before or after the one you selected.

     If you're the last assignee, you can't add assignees using this Add icon. So you might try instead the Ad Hoc Route or Reassign options from the Actions menu in the task details, if available.

5. In the task details, use the buttons or Actions menu for tasks that you need to act on. Here are some possible options in the Actions menu:

   • Request Information: Select the person you want information from, and enter what you're asking for in the Comments field. Indicate what should happen after the person you selected has provided the information you asked for. Either the task should come directly back to you, or it should continue through the usual workflow process.

   • Reassign: Select whom to pass the task on to. Indicate if you're reassigning the task or just delegating it for someone to act on your behalf.

6. For more things you can do with your worklist, click View on the table toolbar in the Worklist: Notifications and Approvals work area. Select Servers and click the Worklist link

Use the Worklist: Notifications and Approvals Region

You get this region only if your administrator has added it to My Dashboard.

1. Click Navigator > Others > My Dashboard.

2. Use the Worklist: Notifications and Approvals region the same way you would use the Worklist: Notifications and Approvals work area, except here you can see only tasks with the Assigned status.