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Background documentation Task List  Locate the document in its SAP Library structure

Purpose

The Task List wizard allows you to create tasks which you can assign o specific users. Your workflow may consist of multiple approval task requests and / or multiple action items.

Task Type

Select Task List from the provided pre-configured Task Type (dropdown menu selection). From here you can add a series of  tasks to a list for tracking.

Process Flow

Adding a Task

...

You can add a task directly in the table or click Add Task to add multiple steps to the task.

       1.      Inserting a task directly in the table:

                            a.      Insert task directly in the table and press enter to add another step.

                                                  i.       Specify the task type as Action Item or Approval.

                                                ii.       To change the assignees, choose the People Picker option.

                                               iii.       To edit the task or to add a description o the task steps, choose Edit.

                            b.      To move a step up or down, choose Move Up / Move Down.

                            c.      To delete a step, select the task step and choose Delete.

                            d.      Select Issue Tasks Sequentially if you want each task in the sequence to be completed before the next task is issued.

Note

Each task in the sequence must be completed before the next one is issued.

If this option is unchecked, parallel tasks are created for each step without any sequential dependencies.

Example

If the multiple step process consists of Step 1, Step 2 and Step 3, the user will see Step 1 only in their task list. The other tasks will appear only on sequential completion of the previous tasks.

Note

It is not possible to add, delete or rearrange steps for task list if the task steps were not created sequentially

       2.      Adding a task from the Add Task option:

                            a.      Click Add Task to create a new step in the process flow.

                            b.      Fill in the required information. See Adding New Step to the Task table below.

                            c.      Choose Save to complete and send the task.

Adding New Step to the Task

Parameter

Description

Task Title

Title of the task. Required entry.

Task Type

Choose from:

     Action Item

     Approval

Assigned to

Enter or select the assignees.

Allow Assignees to Decline Task

Users can decline the task.

Description

Details for the task or note to assignee (optional).

Completion Condition

All Assignees Respond

Task is considered complete only if all assignees respond.

At least

The least number of responses from the assignees to complete the task process.

Task Actions

Declining a Multiple Step Task (Task List) – Sequentially Created

A rejection in a multi-step task list that is created sequentially will return the process flow to the last Action Item step before the approval step.

Example

An Action Item is assigned to user 1 and user 2. When they have both completed the action item an Approval step is required from user 3. If user 3 rejects the task, the Action Item will again appear in the UWL of user 1 and user 2. They must redo their steps and resubmit for approval. If no Action Item step exists, the workflow will conclude, and the task history will show the rejection.

 

A step is assigned to multiple users and has a minimum threshold of approvals assigned (that is, assignees are user 1, user 2, and user 3, and two of the three are required to approve before this step can be completed). In this case,

     two of the three users must approve before the step is considered approved

     if two of the three users reject it, the step is rejected, and consequently will either return the task to the last Action Item assignees or, if no previous Action Item exists, will conclude the task, with the history reflecting the rejection.

Declining a Multiple Step Task (Task List) – Created in Parallel

A rejection in a task list, created in parallel, concludes that step and the rejection will be recorded in the task history. However, all of the other parallel steps must be concluded as well before the task is considered complete.

Example

Some examples:

     Approval Step 1 is approved   Approval Step 2 is rejected:

When Step 2 is rejected, the workflow will conclude - the task status will be set to Completed and the task history will show the rejection.

     Action Item 1 is confirmed    Approval Step 2 is approved Approval Step 3 is rejected:

In this case, when Approval Step Three is rejected, the task will return to the assigned user(s) for Action Item 1. At this point, the task status will remain In Progress and the assignee(s) of Action Item 1 must again complete their task, and subsequent approval must be obtained again from the approver(s) of both Step 2 and Step 3. The task history will show all rejections.

     Action Item 1 is confirmed    Approval Step 2 is approved    Action Item 3 is confirmed  Approval Step 4 is rejected:

In this case, when Approval Step 4 is rejected, the task will return to the assigned user(s) for Action Item 3. The assignees for Action Item Three must redo their task and resubmit it to the approver(s) of Step 4. The task status will be In Progress until Approval Step 4 is approved.

This graphic is explained in the accompanying text

Result

The approvers / recipients see the workflow item in their task list.

Depending on the notifications selected in the creation wizard, the workflow’s users tracking the task will receive status notifications as the workflow assignees perform work or respond to approve / reject tasks. The workflow creator can also view the status of an active workflow by going to the Tasks screen in the Universal Worklist and viewing details of the appropriate process. All steps that have been executed in the process so far are displayed.

After completion of a process, all steps along with the comments entered by the process participants are displayed in the Completed Requests screen in the Universal Worklist of the initiator of the workflow.

See also:

For the Universal Worklist user interface descriptions see The Universal Worklist.

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