Viewing Worklists

You can have an overview over worklists of specific roles or users in the general Worklist view. You can open this view from the Workflow Execution Perspective launch panel. For details refer to section Using the Launch Panel in the Workflow Perspective of chapter Using Launch Panels. The view lists the name of the pending activities, the according descriptors and the starting and last modifying time.

The heading of the Worklist view displays the role name and the department name if exists.

In case the role or organization is scoped, it is displayed in the following way:
Role Name (department.[parent department.[..]])

Scoped Organizations are displayed as follows:
Organization Name (department.[parent department.[..]])

Default departments are marked with a ? following the organization or role name.

If the name is too long to be displayed completely, you can see the complete names in the provided tooltip when you hover your mouse over the heading.

Table Content

The following details about the activities in the worklist are displayed:

ColumnDescription
ActivityName of the activity along with their eventual quality assurance state. Refer to section Activity for details.
Activity OIDOID of the activity
CriticalityCriticality of the activity
PriorityPriority of the activity
DataDisplays data for activities.
Descriptors

Descriptors belonging to the process the activity belong to.
For a general description on descriptors displayed in activity table columns, please refer to section Descriptors of chapter Working with Activity Tables.

Note that if the Suppress Display of Blank Descriptors in Common Tables option is selected in the Configuration Panel then descriptors that have no value are not displayed in the Descriptor column in a worklist table.

Start TimeStart time of the activity
Last ModifiedTime of the last modification
DurationDuration of the activity in days, hours, minutes and seconds
Last PerformerUser who has last activated the activity instance
Data Primitive data associated with the activity
ActionsAvailable actions - please refer to section Activity Operations for details on provided actions for activities in the table

General Worklist View
Figure: The Worklist View

The following columns are not displayed, but can be added via the Select Column filter:

Worklist with Selected Columns
Figure: Worklist with Selected Columns

The column configuration setting can be edited individual for each separate worklist, except for the date-driven worklist opened via the Activities you have been working on launch panel (see section Activities you have been working on in chapter Using Launch Panels).

For detailed information about a specific activity, click this activity in the Activity column to open the Process Details view, which is described in detail in chapter Viewing Process Details.

Activity

The Activity column displays the name of the activity. For default case activities, the case name is displayed as activity name. For more information on Cases, please refer to the chapter Case - Grouping Processes of the Infinity Process Platform Concepts Case - Grouping Processes of the Concepts handbook.

Quality assurance states

Quality assurance activity instances are created in the worklist of the quality assurance participant modeled for the corresponding activity.

If an interactive activity is marked for quality assurance, an icon for quality assurance is added to an activity instance in the following cases:

For details on quality assurance for interactive activities, refer to chapter Quality Assurance in the Infinity Process Platform Concepts Quality Assurance in the Infinity Process Platform Concepts section.

Priority

The priority differs between high, normal and low priority. They are indicated via colored flags as follows:

Data

This column displays data for activities created in the Model & Go! or Modeling perspective only. You can modify the data while completing an activity or completing activities in bulk. The modified values persists in the database on completion of the activities. For more information, please refer to section Bulk Completion of Activities of chapter Completing Activities. In case the activities were created in the Modeling perspective, this column displays data if the primitive data with out-data mappings for the activity is set and the manual task property Allow Bulk Completion from Worklists check box is selected.

Heading
Figure: Worklist Data Column - Modeling perspective

Note that the fields in the Data column are first displayed as read-only fields. If you mouse over the Data column cell, the Pencil icon is displayed to indicate that the field is editable.

Pencil Icon
Figure: Data Column - Pencil Icon - Editable Field

If you click outside the Data column, the Data column switches back to read-only mode if there are no unsaved changes in the cell. If you click outside and the Data column cell has some unsaved changes then it remains in Edit mode and does not return to read-only mode as shown in the following screenshot:


Figure: Unsaved Changes - Remains in Edit Mode

Criticality

This column displays the criticality category of the activity instance as icon. By default, criticality is of three types and it is indicated in colored flags:

To view the criticality value, move the mouse over the criticality flag in the Criticality column. The criticality category and value get displayed as tooltip text for the selected criticality.

Criticality - Tooltip
Figure: Criticality Value - Tooltip

Refer to chapter Configuring Criticality Settings for details on criticality categories and what the meaning of the icons. For general details on criticality calculation, refer to chapter Activity Criticality of the Infinity Process Platform Concepts. Activity Criticality of the Infinity Process Platform Concepts section. In case the criticality contains an invalid value for category, the following flag is displayed: .

Activities can be started directly out of the worklist by clicking on the activity name.

Table Operations

Exporting Table Content

You can export the worklist table content to a CSV file. Click one of the Export / Export icons in the toolbar. Please refer to chapter Exporting Table Content for details on exporting table content.

Filtering the Table by Business Objects

You have the option to filter the worklist table by Business Objects. To use this filter click the Filter icon BO Filter in the toolbar of the table.

The Filter by Business Object dialog opens. In the drop-down list select a Business Object to filter the table by.

Filter by Business Object dialog
Figure: Filter by Business Object dialog

Note that the filter considers the logged-in users access to Business Object instances or departments.

A new field is provided to enter the Business Object instance(s) to filter for. Once you start typing, a drop-down list provides the values matching the typed-in pattern. Select the instance from the list or enter it directly. Note that you can enter several instances for filtering.

Enter Value
Figure: Enter a value to filter by

Click Apply Filter to apply the filter or Reset Filter to reset the filtering.

Enter Value
Figure: Enter a value to filter by

If you have selected to apply the filter, the worklist table is refreshed accordingly and the filter details are displayed in the toolbar next to the filter icon.

Applied Filter
Figure: Filter value displayed in toolbar

Sorting and Filtering Columns in the Table

Worklist tables provide sorting and filtering as described in the following sections.

Filtering Data Entries

You have the option to filter the data in the following columns:

Please select the filter icon Filter to open the filter dialog, as described in section Filtering Data Entries of chapter Filtering and Sorting Data Entries.

Sorting

The table may be sorted by any sortable column by clicking the sort icon in the column header. The table data can be toggled between ascending and descending order when the sort icon is clicked.

Please refer to section Sorting Table Content of chapter Filtering and Sorting Data Entries for detailed information.

Saving the filter and order settings

You can save your filtering and sorting settings for your next Portal sessions. You can do this by clicking Save Filter icon in the toolbar of your worklist table. The settings will persist across Portal sessions.

A filled star icon Save Option indicates that the current filter and order settings will be saved. To disable the save option, click the star icon again.

Please refer to section Saving Filter and Sort Order Settings of chapter Filtering and Sorting Data Entries for details.

Refreshing the Worklist

You can update the worklist of the user by clicking the Update button provided in the upper-right corner of the page. Refreshing a worklist also updates the worklist item count in the Workflow Execution launch panels.

An administrator also has the option to set an automatic refresh interval in the Configuration Panel. Refer to section Auto-Refresh of chapter Configuring Worklists for details.

Worklist will not refresh itself automatically when the View is activated by tab switch or by clicking on it. It will refresh only when any activity was previously activated from the Worklist View. Note that this is not related to auto-refresh settings of worklist configuration. The auto-refresh settings would still refresh at specified time interval.

Activity Operations

Activity operations can be performed from the table toolbar or the Actions column in the table row of the activity instance.

Apart from the actions for viewing notes and process documents, a menu is available in the Actions column where you can select other actions from. To open this menu, click the ... entry.

Actions Menu
Figure: Actions menu

The following activity operations are available for activity instances in the Worklist table:

Viewing Process Details

Selecting the Open Process History Process Details option in the Actions column menu invokes the Process Details View.

Please refer to chapter Viewing Process Details for detailed information on this view.

Completing Activities

You can complete activities in a Worklist table either by bulk completion from the toolbar or individually from the Actions column.

Completing activities via bulk completion from the toolbar

If bulk completion is configured for selected activities, the Complete All icon is enabled in the toolbar. Click this button to complete the selected activities via bulk completion.

For details on requirements for bulk completion and optional data editing, please refer to section Bulk Completion of Activities of chapter Completing Activities.

Completing an activity from the Actions column

To complete an activity from the Actions column, select the Complete option in the Actions column menu.

A dialog opens to confirm the completion of the activity instance.

Confirmation Dialog
Figure: Confirmation Dialog

A dialog opens to confirm the successful completion.

Success Dialog
Figure: Success Dialog

Delegating an Activity

To delegate an activity, you need to have the permission to delegate it to other users. Refer to section Authorization of chapter Specifying Activity Properties in the Business Process Modeling Handbook for detailed information on this permission.

Delegating activities from the toolbar

In case you have the permission to delegate activities selected in the table to other users, the Delegate icon Delegate Button in the toolbar is enabled.

Click this button to delegate the selected activities.

The Delegation Dialog opens, where you can choose the user(s) or role(s) you want to delegate the activity to.

Please refer to chapter Delegating Activities for detailed information on delegating activities.

Delegating activities from the Actions column

In case you have the permission to delegate an activity to other users, you can delegate an activity instance by selecting the Delegate Button Delegate option in the Actions column menu.

The Delegation Dialog opens, where you can choose the user(s) or role(s) you want to delegate the activity to.

Please refer to chapter Delegating Activities for detailed information on delegating activities.

Aborting an Activity

If the following requirements are fulfilled, the abort button () is enabled:

Please refer to chapter Aborting Activities for detailed information on aborting activities.

Aborting activities from the toolbar

To abort activities selected in the table, click the Abort icon in the toolbar.

Aborting activities from the Actions column

To abort an activity from the Actions column, select the Abort option from the menu.

Viewing and Adding Notes

To view or add new notes pertaining to the according activity, select the Notes icon Notes in the Actions column.

Please refer to the chapter Viewing and Editing Notes for detailed information on adding and viewing notes.

Viewing Process Documents

To view which documents belong to the process of an activity, click the View Process Documents icon.

A list opens, which displays all process attachments, specific documents and correspondence of the process the activity belongs to.

Viewing Process Documents
Figure: Viewing Process Documents

Process Attachments

If the process supports process attachments, the Process Attachments folder displays at the top of the menu. Process Attachments are listed under this folder starting with the oldest document at the top and the newest at the bottom.

Clicking a document opens it in the appropriate Document viewer.

Viewing Process Attachments
Figure: Viewing Process Attachments

Specific Documents

If specific documents are configured, the Specific Documents node displays below the process attachments. For details on specific documents, please refer to section Specific Documents of chapter Viewing and Managing Process Documents.

Specific Documents are listed under this folder in the order in which they are set up in the model, for example the data path sequence.

Clicking a document opens it in the appropriate Document viewer.

Viewing Process Attachments
Figure: Viewing Process Attachments

Correspondence

In case correspondence has been created for the process the activity belongs to, a Correspondence folder is displayed containing the correspondence documents.

Correspondence Documents
Figure: Correspondence Documents

To view a correspondence, click its node. A viewer opens, which displays the correspondence in read-only mode.

Please refer to chapter Viewing Correspondence Artifacts for details.

Opening all documents

To open each document in its own viewer, click the Open all Documents option.

Open all Documents
Figure: Open all Documents

Configuring the Worklist

The default entries in the column selector can be determined by the administrator in the Configuration Panel for specific participants or processes. For details refer to chapter Configuring Worklists. In case the worklist configuration is locked for the participant or the process, the Select Column icon is not available.

Select Columns - disabled
Figure: Worklist toolbar with no Select Columns button