Workflow Manager

The Workflow (Task) Manager, is the program’s version of a task management utility through which users can organize and prioritize both personal and work-related tasks. You have the option to include anything from a shopping list to an itemized project or meeting task list. Some users can not only generate tasks for themselves but can also assign them to other users. For example, administrators could use the feature to assign tasks to their personnel or a provider could share out a task regarding an upcoming meeting.

To prepare the feature for use, the following configuration needs to be completed

Task categories need to be created
The users who can assign tasks need to be identified workflow preferences.

Navigating the Task Manager

Select Workflow > Task Manager from the Main menu. The Workflow Manager screen will appear.
Navigate the screen according to the following descriptions and definitions.

Layout: The screen consists of a top panel of filter options for the Task List and a Subject panel consisting of the current user's tasks. Tasks are listed by their due date and assigned category.

Filters Options: Use the following options to sort the tasks in the list.

Include Seen Tasks: This option is selected by default. Click it once to de-select it and view only new, unseen tasks.
Include Completed Tasks: Click this option once to view the tasks that have been completed but not yet deleted from the list. Completed tasks are set in normal type with the word (Completed) to the right of the task.
View Tasks for User: Click the drop-down and select the user whose tasks you wish to view. The Task List will refresh with the selected user's incomplete tasks. Users can only complete or delete their own tasks, so these options have been removed. Though anyone with the appropriate rights can reassign or edit the task of another user.

Task Priority: If a task was given a priority when it was added to the Task List, the priority will be indicated by a colored icon.

Red indicates high priority items

Yellow indicates moderate priority

Green indicates low priority

If the priority is not configured as part of the task, then the icon simply will not appear.

Display New Tasks: Items that are new and whose details have not been edited (viewed) are listed in bold face. Once they have been edited in any way, they are displayed in normal face.

Task Options: Each task line item contains the following options. Click the desired option in the appropriate line item to complete the function.

Click Delete to remove a task from your Task List. You will not be asked to confirm the deletion, and there is no warning. So be sure that you really want to delete the task. Users can delete their own tasks only.
Click Complete to finalize the task and remove it from the active Task List. Completed tasks are not removed from the Task List automatically; rather, they must be deleted.
Click Reassign to either (a) assign the task to additional users or (b) move the task to another user.
Click Edit to view or modify an existing. The Edit Task screen will appear. Once you have finished, click Cancel to close the screen without saving changes, or click Save to commit any changes and close the screen.

New Button: Click the New button to create a new task.

Key Considerations

Prior to creating tasks, you should make sure that workflow preferences and categories have been configured.
Users can assign the same task to multiple users at the same time. Keep in mind, however, that once assigned the task belongs to the individual user only. For example, if an administrator assigns Task A to User B and User C, Task A is unique to both users. User B can modify it as he or she sees fit, but User C will not see those changes. The same applies to User C. Each person assigned a task gets his or her own copy.
When tasks are reassigned to other users, they include the attributes they had at the time of their reassignment. For example, User A may have received a task, edited it, and then reassigned it to User B. The task User B receives will reflect User A's changes, not the original task User A received.
Users are alerted to pending Tasks by the flag "(Pending Items)," which appears in the Workflow menu header and is illustrated in the following screen shot.