Workflow & Task Search

To find the status of a Task or Workflow, perform a search.

From the Workflow menu choose SEARCH > Workflow or SEARCH > Task.

• Task: Opens the Task Search page.  

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  1. Enter search criteria as needed.

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     Task Name	Name of the Task you want to find. This is a text field with implied wild cards at the beginning and end of the text.
     Step Name	Name of the Step you want to find. This is a text field with implied wild cards at the beginning and end of the text.
     Workflow Name	Name of the Workflow you want to find. This is a text field with implied wild cards at the beginning and end of the text.
     Status	Note List of Task statuses: Completed, Excluded, In Error, In Progress, Waiting. You can select multiple statuses by holding down the Ctrl key.
     Assigned To	Name of the participant the Task is assigned to.
     View Unassigned	List of unassigned options: Include Unassigned, Exclude Unassigned, Unassigned Only.
     From Start Date	Beginning date in a date range that the Task was started. Click in the field to open a calendar to select a date.
     To Start Date	Ending date in a date range that the Task was started. Click in the field to open a calendar to select a date.
     From Due Date	Beginning date in a date range that the Task is due. Click in the field to open a calendar to select a date.
     To Due Date	Beginning date in a date range that the Task is due. Click in the field to open a calendar to select a date.
     Group	You can select multiple groups by holding down the Ctrl key.
     User	You can select multiple users by holding down the Ctrl key.

     Note

     Status, Group and User fields support multi-select (up to ten items). To select multiple items hold down the Ctrl key.

  2. Then click Search to display the results.

     

  Using the Search Results

  From here:

  • Clicking on a Task Name takes you to the Task Details page.

  • Clicking on a Workflow name takes you to the Overview.

  • To edit one or more selected tasks, select the task(s) by checking the corresponding left column check boxes, then click EDIT. See Working With Task Details.

• Workflow: Opens the Workflow Search page.  

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  Enter the appropriate search criteria and click Search to show the results.

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  Note

  Status and Coordinator fields support multi-select (up to ten items). To select multiple items hold down the Ctrl key.

  Using the Search Results

  From the search results:

  • Clicking on a name takes you to the corresponding Overview.

  • To edit one or more selected Workflows, select the Workflows by checking the corresponding left column check boxes, then click EDIT. See Viewing/Editing Workflow Details.

  • Hover over a row to display the expand (or collapse ) button in the last column.

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    This lets you alternately show/hide the highlights of the Workflow.

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    • Coordinator

    • Started

    • Requested due date or time frame

    • Baseline

    • Note

      Projected (The projected completion date may be different than the requested date because it is determined by the configuration of the Definition.

    • Messages noting how many Tasks are in error and overdue.

    • Percent Complete based number of Tasks completed in the Workflow.

    • Extended Data button This displays the Extended Data dialog.

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    • Layout link (See Layout View for more information.)

  • Clicking Export will generate a csv file with all rows across all pages in the search results grid.

Your Worklist Search Options

As an alternative you can use the tailored Worklist searches. From the Workflow menu choose WORKLIST > My Workflows or WORKLIST > My Tasks.

• My Workflows - In Progress, Overdue, or In Error Workflows where you are the Coordinator.

  My Workflows

  The My Workflows page displays a list of In Progress, Overdue, or In Error Workflows assigned where you are the Coordinator.  

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  You can manage the number of Workflows listed by selecting one of the following:

  • All: Displays all your In Progress, Overdue or In Error Workflows.

  • New: Displays Workflows containing Tasks assigned to you within the last hour.

  • Overdue: Displays your Workflows which should have already been completed.

    The list of Workflows includes the following information:

    Name	Name of the Workflow.
    On Schedule	Progress of the Workflow compared to its Baseline.
    Status	Current Status of the Workflow. This includes both the status and the status's related color. The color of each bar indicates the Workflow's status. The Length of each bar indicates the percentage of Tasks completed.
    	The expand button displays the highlights of the Workflow including: Coordinator Started Requested Baseline Projected Note The projected completion date may be different than the requested date because it is determined by the configuration of the Definition.) Messages noting how many Tasks are in error and overdue. Percent Complete based number of Tasks completed in the Workflow. Extended Data button (See Extended Data Dialog within a Workflow for more information.) Layout link (See Layout View for more information.)

• My Tasks - In Progress or Overdue Tasks assigned to you.

  My Tasks

  The My Tasks page displays a list of In Progress or Overdue Tasks assigned to you.  

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  You can manage the number of Tasks listed by selecting one of the following:

  • All: Displays all your In Progress or Overdue Tasks.

  • New: Displays Tasks assigned to you within the last hour.

  • Next Week: Displays your Tasks with due dates more than seven days from today and fewer than 14 days from today.

  • Overdue: Displays your Tasks which should have already been completed.

  • Today: Displays your Tasks due today.

  • Tomorrow: Displays your Tasks due tomorrow.

    The list of Tasks includes the following information:

    Due Date	Original Due Date. If a Task is overdue, a red indicator is displayed before its due date.
    Status	Current Status of the Task.
    Task Name	Name of the Task.
    Workflow Name	Name of the parent Workflow.

  • Expand a Task to display its Task Details.

    Task Details displays the following information:

    Name	Name of the Task. This is a link that displays the Task Details on a separate page.
    Due Date	Original Due Date. If a Task is overdue, the date and time is red text.
    Status	Current Status of the Task.
    Duration	Current length of time assigned to the Task.
    Assigned To	User assigned to the Task.
    Description	Description of the Task as entered when the workflow was created.
    Notes	Existing notes.

  • Click the Extended Data button to change the Workflow's Extended Data. See Extended Data Dialog within a Workflow for more information.

  • Click the edit button to change the following Task information:

    • Duration

    • Duration type (Days, Hours, Minutes, Seconds)

    • Status

    • Assigned To

    • Notes