Tasks

How do I work with my tasks?

Users who are maintained as “Examiner” or “Responsible” in the governance attributes must approve or reject a publication or depublication. Moreover, you can be assigned to resubmission tasks. You will receive further information about these tasks here. Using the task list, governance participants can edit their tasks directly or access the pending and completed (de-)publication tasks in the diagrams or catalog.

Open the tasks list by clicking on the Tasks button within the side bar. The amount of your open tasks is always displayed there as a chip.

A list of all unfinished tasks appears on your screen.

For every task you have several options on the right. Clicking on “Audit trail” in the context menu opens a window with further details.

In addition to the diagram or catalog object name, user comments from previous workflow steps are displayed. In the history, the first comment always reflects the publication or depublication reason given at initiation. You can see your actual task above the history. Furthermore, a timestamp of received and completed tasks are also recorded for each task.

Click on the Close button to leave the audit trail.

Completing tasks directly:

You can directly complete your tasks in the task list without navigating to the corresponding diagram or catalog object. To do so, click on Approve or reject task.

A window then opens in which you can reject or approve the task and also set a comment. By clicking on the appropriate button you confirm the process, otherwise you can abort it.

Completing tasks in the diagram or in the catalog:

Select one of the unfinished tasks via the diagram name or catalog item to go directly to the corresponding diagram or catalog item.

If the task is a publication, the selected diagram or catalog item is presented to you in preview. In case you are working on a resubmission or publication task, the diagram or catalog item will be presented in the published version. In each case, you have the option to approve or reject the (maintenance of) publication or depublication by clicking on the corresponding button Approve or reject task. In the appearing window you can make the desired selection and leave a comment optionally. Afterwards, confirm the process or abort it via the appropriate button.

After you have completed a task, it is no longer appearing in your task list.

Note

Optionally, an additional user authentication can be requested when processing tasks. Then the user has to confirm his identity again if, for example, a quality assurance task is being processed as part of the process release. As you cannot activate the additional authentication yourself, please contact us.

How am I informed about my new tasks?

If you receive a new task while you are logged in to BIC Process Design, a push notification will appear at the right bottom of the screen. If this affects a diagram or catalog item, you can follow your task notification with one click directly into the corresponding diagram or catalog item. If the notification concerns an object, you will be forwarded to the task in your task list by one click.

If you are assigned to one or more new tasks, an e-mail with a summary list of those will be sent to you on the next day.

Furthermore, you will receive a reminder e-mail every seven days by default informing you of pending tasks. This can be changed by the administrator.

How do I work with my deputy tasks?

You can set a deputy for your tasks, who can then take over your tasks.

Working on deputy tasks: Navigate to your tasks. Then you can find your deputy tasks in the middle tab of the top bar.

All tasks for which you are set as deputy will be displayed here. If a deputy task has already been claimed by a user, its initials are shown as a chip at the task entry. This can happen if your user group has been set as deputy of an absent user. You can hover over the chip to view the full name of the user. If no user claimed a task yet, you can select the option Claim task at the entry to do so.

Then, the task shows your initials and is also part of your personal task list where you can work on it.

Set deputy: You can set a deputy in your profile. Please find an explanation at the linked section.

How do I work with my group tasks?

In addition to users, user groups can get an examination task if they are entered in the attributes of a diagram or catalog item as reviewer or responsible. In this case, every user who was a member of the group when the workflow was started can see the corresponding workflow task in his Group Tasks.

Open the group task list in your explorer by opening your tasks via the side bar and switching to the tab Group Tasks.

Here you will see all your pending group tasks. Group members can claim the tasks and work on them. If a group task has already been claimed by a user, its initials are shown as a chip at the task entry. You can hover over the chip to view the full name of the user. If no user claimed the group task yet, you can select the option Claim task to do so.

Then you can find the group task in your personal task list where you can work on it. Moreover, your initials will be shown at the entry in the group task list. Thus, the other group members can notice that you take over the task.

If you claimed a group task, you can undo this by selecting the option Revoke task in the context menu of the concerning task in the group task list. Afterwards, all users of the corresponding group can claim the task again.

After a group task has been completed, it will no longer be displayed in the task list of any group members.

Note

If a group has only one member, the workflow tasks are not displayed in the Group Tasks but in the Tasks of the corresponding user.

How do I work with resubmission tasks?

If the validity of a diagram, or catalog item is limited the responsible user or user group for resubmission receives an examine task. The affected users can see it in the task list. To work on the task, click on Approve or reject task.

The following options are available:

Depublication: Select this option to remove the diagram or catalog item from the publication and preview stages. The depublication of a catalog item is not executed if the item is present in another diagram in publication stage. Unlike default depublication, no additional confirmation from the responsible user (group) is required, as only they can work on the resubmission. Depublication is then started as soon as the “Valid to” date of the diagram is reached.

Extend validity: By choosing this option, you can extend the validity of the diagram. The original expiration date, or “Valid to” date, is set to one year in the future, and it will be updated in the publication as soon as you confirm the extension. Additionally, archive entries will be created.

End task and inform Governance participants: By choosing this option, you can end the resubmission task and inform Governance participants via Email about your decision.

For the option End task and inform Governance participants a comment has to be set. For the other options, it is optionally. Then click Confirm to end the examination.

Afterwards, for the options Depublication and End task and inform Governance participants, an email will be sent to all recipients that are maintained in the governance attributes of the diagram/catalog object. This email contains the option that has been selected, as well as the (optional) comment and the responsible person.

Alternatively, you can click on the diagram or the catalog object item. There, the Approve or reject task button also appears. If the validity period if the diagram or catalog item (resp. catalog items contained in the diagram) is expired, you will get a hint (for each case).

If a revision is necessary, contact the appropriate author and extend the diagram or catalog item to give the author time for the revision. Of course, you can also depublish the object in the event of a revision, but this could create a process gap until the revision is published.

If the resubmission task is not processed, there is no automatic depublication. A diagram or catalog item can still be published or depublished while a resubmission workflow is active. In this case, the active resubmission process including the resulting outstanding and now obsolete tasks will be terminated. The behavior is further explained here.

For a general detailed description of tasks, see the corresponding section.

Note

If you are an administrator, you can also see all resubmission workflows within the list of all workflows in your governance cockpit.

What happens if I initiate a publication while a resubmission workflow is active?

When a resubmission workflow for a published object (diagram or catalog item) is active, the object can still be published. In this case, the active resubmission process including the resulting outstanding and now obsolete tasks will be terminated. Users will see the new version in publication stage as soon as the publication workflow is finished.

Note that the validity is not maintained automatically. This means: If the attribute “Valid to” of the object has not been updated manually before publishing the new version, another resubmission workflow will be started for the object. The responsible receives a new resubmission task and the corresponding notifications will be sent. An extension of the validity for one year can be triggered by the responsible when working on the task.

Therefore, when a resubmission workflow is active for a diagram or catalog object and you update it manually by publishing a new version, consider the validation date to avoid the direct start of a resubmission workflow for the new version.