1. Managing and Monitoring Processes with Oracle Business Process Management
  2. Using Oracle Business Process Management Workspace
  3. Working on Tasks in Process Workspace

2 Working on Tasks in Process Workspace

You can set user preferences and act on tasks with Oracle Business Process Management Workspace (Process Workspace), including claiming and releasing tasks; reassigning, delegating, and routing tasks; associating comments and attachments to tasks, and setting rules and vacation periods.

2.1 Claiming and Releasing Tasks in Process Workspace

If a task is assigned to a group or multiple users, then the task must be claimed first. Claim is the only action available in the Task Action list for group or multiuser assignments. After a task is claimed, all applicable actions are listed.

Note:

If the task has the auto claim option set, then the user must not claim the task. The custom action is available for the user.

If a task is assigned to a group or multiple users, it can be released by the user who claimed it. Any of the other assignees can then claim and complete the task.

Note:

Workspace does not concurrently update tasks by multiple users. If this happens, you may see the message "error occurred while committing the task metadata".

To claim and release tasks:

To claim a task, open it in the Task Details page, then click the Claim button. Figure 2-1 shows a Task Details page with the Claim button in the top middle of the page.

To release a task, open it in the Task Details page, from the Actions list, select Release.

Figure 2-1 Claiming a Task

Description of Figure 2-1 follows
Description of "Figure 2-1 Claiming a Task"

2.2 Modifying History Approval Options in the Task Details Page

You can modify approval options and add new participants to tasks.

This section includes the following topics:

2.2.1 Combining Repeated Approvals of a Task in the History

At times you may want to combine tasks that have identical approval sequences into one combined approval—for example, to approve a purchase order that has many identical line items each requiring its own approval. Rather than approving each line item one-by-one, you can combine them into a single approval and then approve that combined task.

After you combined tasks into one repeated approval, you cannot alter the sequence of those tasks; for example, you cannot add, edit, or delete a participant in that task.

To combine repeated approvals of a task:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Task Details pane, click History.

    The history for the task appears.

  3. Click Options as shown in Figure 2-2.

    Figure 2-2 History - Options

    Description of Figure 2-2 follows
    Description of "Figure 2-2 History - Options"
  4. Verify that Combine Repeated Approvals is selected. This is the default setting.

    To separate the tasks, clear the check box Combine Repeated Approvals.

  5. Click Apply.

2.2.2 Excluding System Approvals from a Task

To remove all system generated updates from the task history, you must select the option to exclude system approvals.

To select Exclude System Approvals:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Task Details pane, click History.

    The history for the task appears.

  3. Click Options as shown in Figure 2-2.
  4. Select Exclude system approvals.
  5. Click Apply.

2.2.3 Including New Participants in the History Table for an Existing Task

To include new participants in a task, you must select the Including Future Approvals option from the task history. This option adds participants to the task history and displays the actions they perform on the task.

This is enabled only when the task is configured with the following options:

  • Participants are allowed to invite other participants

  • Editing of future approvers is allowed

To Include New Participants:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Task Details pane, click History.

    The history for the task appears.

  3. Click Options as shown in Figure 2-2.
  4. Verify that either Include Future approvals or Show All is selected. The default is for Include Future approvals to be selected.

    To disable this option, clear the check box Include Future approvals.

  5. Click Apply.

2.3 Reassigning and Delegating Tasks in Process Workspace

You may go on vacation and need to reassign your tasks to someone else, or you may need to delegate your tasks to an administrative assistant.

To reassign or delegate a task:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Task Details pane, from the Actions list, select Reassign.

    The Reassign Task dialog box appears.

  3. Select either Reassign or Delegate.

    Delegate differs from Reassign in that the privileges of the delegatee are based on the delegator's privileges. This function can be used by managers' assistants, for example.

  4. Enter a user or group name or browse for a user or group name, as shown in Figure 2-3. You can use an asterisk (*) as a wildcard.

    Figure 2-3 Reassigning a Task

    Description of Figure 2-3 follows
    Description of "Figure 2-3 Reassigning a Task"

    A supervisor can reassign tasks to any of his or her subordinates at any time.

  5. Select the users or groups to which you are reassigning and click OK.

    You can reassign to multiple users or groups. One of the assignees must claim the task.

    Note:

    When task details have been upgraded from an earlier release, you may see a "Request Failed" error when executing the Reassign action. Actually, the reassign completes, and when you click OK again, a popup says the task is already assigned.

    To eliminate the error message, upgrade your taskflow applications by opening them in Oracle JDeveloper, then redeploy the taskform.

2.4 Requesting Information in Process Workspace

You can request more information about a task from another user.

To request information:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Task Details pane, from the Actions list, select Request Information.
  3. Request information from a task participant or from another user, as shown in Figure 2-4.

    Figure 2-4 Requesting More Information from Past Approvers or Another User, or Pushing the Task Back

    Description of Figure 2-4 follows
    Description of "Figure 2-4 Requesting More Information from Past Approvers or Another User, or Pushing the Task Back"

    If you use the Search icon to find a user name, the Identity Browser appears, as shown in Figure 2-5.

    Figure 2-5 Identity Browser

    Description of Figure 2-5 follows
    Description of "Figure 2-5 Identity Browser"

    In Figure 2-5, in the ID column, the identifier, jstein, is a link. Clicking this link displays a details window with more information about this user.

    Note:

    If you are in a multi-tenancy environment, search for a user simply by the user identifier and not by the tenant identifier. For example, if the user identifier is jstein and the tenant identifier is company_name.jstein, you would search by using jstein.

  4. Add your comment.
  5. Choose one of the following:

    • Route directly back to me.

    • Require subsequent participants to retake action (Previous approvers must reapprove the task after the user submits the information).

  6. Click OK.

2.5 Adding Comments and Attachments to Tasks in Process Workspace

You can add comments and attachments to a task using the Task Details page.

This section includes the following topics:

For details about the Task Details page, see Using the Process Workspace Task Details Page.

2.5.1 How to Add a Comment to a Task

You can add comments to a task.

To add a comment to a task:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Comments section of the Task Details page, specify who can see the comment by clicking either:

    • Only task participants. This option shares the comment with previous and future assignees of this particular task.

    • All process participants. This option shares the comment with all participants in the process, regardless of the tasks assigned to them.

  3. In the Comment dialog box, enter your comment.

    Note:

    • If you are the initiator of the task, your comment is shared with all process participants and not only with task assignees. The option to share with only task participants is not available to you.

    • Comments added to a task also appear in any subtasks of that task.

2.5.2 How to Add an Attachment to a Task

You can add an attachment to a task. However, you cannot add documents to a human task using task user interface once the task is associated with a case.

To add an attachment to a task:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Attachments section of the Task Details page, click Add.

    The Add Attachment dialog box appears.

  3. In the Add Attachment dialog box, select to share the attachment with either of the following:

    • Only task participants. This option shares the attachment with previous and future assignees of this particular task.

    • All process participants. This option shares the attachment with all participants in the process, regardless of the tasks assigned to them.

  4. Select the attachment type and specify the file location.

    If the task does not use Oracle WebCenter Content, then you see the following options:

    • URL. Selecting this option opens fields in which you specify the name and URL of the file.

    • Desktop File. Selecting this option opens a search field from which to browse for the file on your computer.

    If the task does use Oracle WebCenter Content, then you see the following options:

    • URL. Selecting this option opens fields in which you specify the name and URL of the file.

    • Upload File to UCM. Selecting this option uploads the desktop file to Oracle WebCenter Content. When you select it, another dialog box prompts you for some or all of the following depending on how the task is modeled:

      • Description (optional)

      • Folder name: The folder in WebCenter Content server to which the attachment is uploaded. You must type the full folder path in WebCenter Content server. To display the Contribution Folders level in WebCenter Content, enter a forward slash (/), as shown in Figure 2-6. To display a list of destination folder within the Contribution Folders level, enter a forward slash (/), as shown in Figure 2-7.

        Figure 2-6 Uploading an Attachment to Oracle WebCenter Content

        Description of Figure 2-6 follows
        Description of "Figure 2-6 Uploading an Attachment to Oracle WebCenter Content"

        Figure 2-7 Possible Destination Folders

        Description of Figure 2-7 follows
        Description of "Figure 2-7 Possible Destination Folders"

      • Document type: From this list, select the WebCenter Content document type.

      • Account (optional): From this list, select the account name.

      • Revision (optional): Type an integer for revision.

        Note:

        Enter only integer as the revision number. UCM does not allow any other type of revision numbers.

      • Release Date (optional): Select the date at which the document is released. Prior to this date, the WebCenter Content document is not visible to WebCenter Content users.

      • Expiration Date (optional): The date when the document expires. After this date, the WebCenter Content document is no longer visible to Oracle WebCenter Content users.

      • Security Setup:

    • Associate UCM document. Selecting this option opens another dialog box prompting you for the document identifier. You can search for it by clicking the spyglass icon and, after you have located it, clicking OK.

  5. Click OK.
  6. In the Task Details pane, from the Actions list, select Save as shown in Figure 2-8.

    Figure 2-8 Saving an Attachment to a Task

    Description of Figure 2-8 follows
    Description of "Figure 2-8 Saving an Attachment to a Task"

2.5.3 How to Delete An Attachment

You can delete an attachment.

To delete an attachment from a task:

  1. In the Process Workspace task list, select a task.

    The task opens in the Task Details pane.

  2. In the Task Details pane, in the Attachments section, select the attachment you want to delete and click Delete.

    The Delete Attachment dialog box prompts you to confirm the deletion from UCM.

  3. Confirm the deletion and click OK.

    Note:

    If the attachment is stored in a content server, such as WebCenter Content, then it is not deleted from the content server. If the attachment is stored in the SOA workflow repository, then you can access it by viewing the task snapshot from the task history.

2.6 Setting Rules, Vacation Periods, and Notification Preferences in Process Workspace

Rules act on tasks, either a specific task type or all the tasks assigned to a user or group.

To set rules, from the Process Workspace global toolbar, select Preferences. The Preferences window appears as shown in Figure 2-9.

Figure 2-9 Preferences: My Rules Page

Description of Figure 2-9 follows
Description of "Figure 2-9 Preferences: My Rules Page"

A rule cannot always apply to all circumstances in which it is used. For example, if a rule applies to multiple task types, it may not be possible to set the outcome for all tasks, because different tasks can have different outcomes.

Rules are executed in the order in which they are listed.

If a rule meets its filter conditions, then it is executed and no other rules are evaluated. For your rule to execute, you must be the only user assigned to that task. If the task is assigned to multiple users (including you), the rule does not execute.

You cannot specify business rules for To-Do tasks.

This section contains the following topics:

2.6.1 How to Create User Rules in Process Workspace

Note:

The task type browser does not support a search using NLS strings for task name and category.

To create a user rule:

  1. From the Process Workspace global toolbar, select Preferences.

    The User Preferences pane is displayed.

  2. In the User Preferences area, click Rules.

    The My Rules and Other Rules pages appear in the right pane. The My Rules page is selected by default.

  3. In the My Rules page, in the Rules section, select My Rules, then click Add New Rule.

    The My Rule screen appears in the right pane.

  4. Provide a name for the rule.
  5. If the rule is a vacation rule, select Use as a vacation rule. The start and end dates of the rule are automatically synchronized with the vacation period.

    For instructions about setting a vacation period that is synchronized with the vacation rule, see How to Enable a Vacation Period in Process Workspace.

  6. Select Execute rule only between these dates and provide rule execution dates.
  7. From the Tasks list, select either All Tasks or Tasks matching these conditions.

    If you select All Tasks, then no conditions must be specified. If you select Tasks matching these conditions, then specify the conditions by clicking Add Condition. The conditions are described in Table 1-9. You cannot search by translated text.

    These conditions further define the rule, such as specifying that a rule acts on priority 1 tasks only, or that a rule acts on tasks created by a specific user. The conditions can be based on standard task attributes and any mapped attributes that were mapped for the specific tasks. See How to Specify Mapped Attributes for more information.

  8. In the ACTION area, select actions to be taken. User rules perform the following actions:

    • Reassign to—You can reassign tasks to subordinates or groups you manage. If you were granted the BPMWorkflowReassign role, then you can reassign tasks to any user or group.

    • Delegate to—You can delegate to any user or group. Any access rights or privileges for completing the task are determined according to the original user who delegated the task. (Any subsequent delegations or reassignments do not change this from the original delegating user.)

    • Set outcome to—You can specify an automatic outcome if the workflow task was designed for those outcomes, for example, accepting or rejecting the task. The rule must be for a specific task type. If a rule is for all task types, then this option is not displayed.

    • Take no action—Use this action to prevent other more general rules from applying. For example, to reassign all your tasks to another user while you are on vacation, except for loan requests, for which you want no action taken, then create two rules. The first rule specifies that no action is taken for loan requests; the second rule specifies that all tasks are reassigned to another user. The first rule prevents reassignment for loan requests.

  9. Click Save.

The new rule appears under the My Rules node.

2.6.2 How to Create Group Rules in Process Workspace

Note:

The task type browser does not support a search using NLS strings for task name and category.

Creating a group rule is similar to creating a user rule, with the addition of a list of the groups that you (as the logged-in user) manage. Examples of group rules include:

  • Assigning tasks from a particular customer to a member of the group

  • Ensuring an even distribution of task assignments to members of a group by using round-robin assignment

  • Ensuring that high-priority tasks are routed to the least busy member of a group

Group rules do the following actions:

  • Assign to member via—You can specify a criterion to determine which member of the group gets the assignment. This dynamic assignment criterion can include round-robin assignment, assignment to the least busy group member, or assignment to the most productive group member. You can also add your custom functions for allocating tasks to users in a group.

  • Assign to—As with user rules, you can assign tasks to subordinates or groups you directly manage. If you have been granted the BPMWorkflowReassign role, then you can reassign tasks to any user or group (outside your management hierarchy).

  • Take no action—As with user rules, you can create a rule with a condition that prevents a more generic rule from being executed.

To create a group rule:

  1. From the Process Workspace global toolbar, select Preferences.

    The Preferences pane is displayed.

  2. In the User Preferences area, click Rules.

    The My Rules and Other Rules pages appear in the right pane. The My Rules page is selected.

  3. Click the Other Rules tab.
  4. Select My Group from the list.
  5. Enter a group name and click Show Rules, or click the Search icon to search for a group name, then click Show Rules.

    If you search for a group name, then the Identity Browser dialog box opens for you to find and select a group.

  6. Select the group name under the Group Rules node and click Add New Rule, as shown in Figure 2-10.

    Figure 2-10 Creating a Group Rule

    Description of Figure 2-10 follows
    Description of "Figure 2-10 Creating a Group Rule"
  7. Select Execute rule only between these dates and provide rule execution dates.
  8. From the Tasks list, select either All Tasks or Tasks matching these conditions.

    If you select All Tasks, then no conditions must be specified. If you select Tasks matching these conditions, then specify the conditions by clicking Add condition. The conditions are described in Table 1-9.

    These conditions further define the rule, such as specifying that a rule acts on priority 1 tasks only, or that a rule acts on tasks created by a specific user. The conditions can be based on standard task attributes and any mapped attributes that were mapped for the specific tasks. See How to Specify Mapped Attributes for more information.

  9. In the ACTION area, select actions to be taken. User rules perform the following actions:

    • Reassign to—You can reassign tasks to subordinates or groups you manage. If you were granted the BPMWorkflowReassign role, then you can reassign tasks to any user or group.

    • Delegate to—You can delegate to any user or group. Any access rights or privileges for completing the task are determined according to the original user who delegated the task. (Any subsequent delegations or reassignments do not change this from the original delegating user.)

    • Set outcome to—You can specify an automatic outcome if the workflow task was designed for those outcomes, for example, accepting or rejecting the task. The rule must be for a specific task type. If a rule is for all task types, then this option is not displayed.

    • Take no action—Use this action to prevent other more general rules from applying. For example, to reassign all your tasks to another user while you are on vacation, except for loan requests, for which you want no action taken, then create two rules. The first rule specifies that no action is taken for loan requests; the second rule specifies that all tasks are reassigned to another user. The first rule prevents reassignment for loan requests.

  10. Click Save.

2.6.3 How to Enable a Vacation Period in Process Workspace

You can set a vacation period so that you are removed from automatic task assignment during the dates you specify.

Vacation rules are not executed for To-Do tasks.

For instructions on setting a vacation rule that is synchronized with the vacation period, see How to Create User Rules in Process Workspace.

To enable a vacation period:

  1. From the Process Workspace global toolbar, select Preferences.

    The Preferences pane is displayed.

  2. In the User Preferences area, click Rules.

    The middle pane displays the Rules pane with the My Rules page selected. Adjacent and to the right of the My Rules pane, the Vacation Period pane appears as shown in Figure 2-11.

    Figure 2-11 My Rules - Vacation Period

    Description of Figure 2-11 follows
    Description of "Figure 2-11 My Rules - Vacation Period"
  3. Select Enable vacation period.
  4. Provide start and end dates.
  5. Select either Reassign to: or Delegate to:. If you use the search icon to find a user, then the Identity Browser dialog box appears, as shown in Figure 2-12.

    Figure 2-12 Identity Browser Dialog Box

    Description of Figure 2-12 follows
    Description of "Figure 2-12 Identity Browser Dialog Box"

    Search for and select a user and click OK.

  6. Click Save.

    The vacation period is enabled.

2.6.4 How to Avoid Circular Logic in Reassigned Vacation Rules

When creating vacation rules, ensure that approval tasks are not reassigned in a circular fashion.

For example, jstein is jcooper’s manager, and tasks that need to, go to jstein for approval. If jstein creates a vacation rule, ensure that those tasks will not be re-assigned to jcooper.

Alternatively, you can use the delegate option in vacation rules instead of reassign. For more information about the delegate option, see Reassigning and Delegating Tasks in Process Workspace.

How To Avoid Circular Dependency

In this example, we define two rules for User2, who wants to set a vacation period and reassign his tasks to someone else. The first rule states that if the task is not coming from User1, then reassign it to User1. The second rule states that if the task is coming from User1, then reassign it to User3.

The task flow is: jcooper to jstein to wfaulk. The rules are set for jstein.

  1. Login to Worklist as jstein and go to the Preferences page.
  2. Ensure that the Vacation Period is disabled, as shown below:
    Vacation Period Disabled
  3. Click My Rules and click Add New Rule +.
  4. Enter a name for the rule, for example VacationRule1.
  5. Clear the Use as vacation rule check box.
  6. Check the Execute rule only between these dates check box and enter the appropriate dates.
  7. In the Tasks drop down, choose Tasks matching these conditions.
  8. Click Add condition + and select User, From User.
  9. In the new row, select isn't.
  10. In the text box next to it, enter jcooper for the user name.
  11. In the Action section, select Reassign to and enter jcooper for the user name.
  12. Click Save.
    Repeat the steps above to create another rule with these inputs:
  13. Enter a name for the second rule, for example VacationRule2.
  14. Select the same start and end dates as in VacationRule1.
  15. Add a From User condition of is.
  16. Enter jcooper for the user name.
  17. In the Action section, select Reassign to and enter wfaulk for the user name.
  18. Click Save.
Invoke the composite and the tasks will be assigned as expected based on these two new rules defined for jstein.

2.6.5 How to Specify Notification Settings

You can configure the notification settings to control how, when, and where you receive messages in cases when you have access to multiple communication channels (delivery types). Specifically, you can define messaging filters (delivery preferences) that specify the channel to which a message should be delivered, and under what circumstances.

For example, you might want to create filters for messages received from customers with different Service Level Agreements (SLA), specifying to be notified through business phone and SMS channels for customers with a premium SLA and by EMAIL for customers with a nonpremium SLA.

2.6.5.1 Messaging Filter Rules

A messaging filter rule consists of rule conditions and rule actions. A rule condition consists of a rule attribute, an operator, and an associated value. A rule action is the action to be taken if the specified conditions in a rule are true.

2.6.5.1.1 Data Types

Table 2-1 lists data types supported by messaging filters. Each attribute has an associated data type, and each data type has a set of predefined comparison operators.

Table 2-1 Data Types Supported by Messaging Filters

Data Type Comparison Operators

Date

isEqual, isNotEqual, isGreaterThan, isGreaterThanOrEqual, isLessThan, isLessThanOrEqual, Between, isWeekday, isWeekend

Time

isEqual, isNotEqual, Between

Number

isEqual, isNotEqual, Between, isGreaterThan, isGreaterThanOrEqual, isLessThan, isLessThanOrEqual

String

isEqual, isNotEqual, Contains, NotContains

Note:

The String data type does not support regular expressions.

2.6.5.1.2 Attributes

Table 2-2 lists the predefined attributes for messaging filters.

Table 2-2 Predefined Attributes for Messaging Filters

Attribute Data Type

Total Cost

Number

From

String

Expense Type

String

To

String

Application Type

String

Duration

Number

Application

String

Process Type

String

Status

String

Subject

String

Customer Type

String

Time

Time

Group Name

String

Processing Time

Number

Date

Date

Due Date

Date

User

String

Source

String

Amount

Number

Role

String

Priority

String

Customer Name

String

Expiration Date

Date

Order Type

String

Organization

String

Classification

String

Service Request Type

String
2.6.5.2 Rule Actions

For a given rule, a messaging filter can define the following actions:

  • Send No Messages: Do not send a message to any channel.

  • Send Messages to All Selected Channels: Send a message to all specified channels in the address list.

  • Send to the First Available Channel: Send a message serially to channels in the address list until one successful message is sent. This entails performing a send to the next channel when the current channel returns a failure status. This filter action is not supported for messages sent from the human workflow layer.

2.6.5.3 Managing Messaging Channels

In Oracle BPM Worklist, messaging channels represent both physical channels, such as business mobile phones, and also email client applications running on desktops. Specifically, Oracle BPM Worklist supports the following messaging channels:

  • EMAIL

  • IM

  • MOBILE

  • SMS

  • WORKLIST

Note the following about message channels:

  • Addresses for messaging channels are fetched from the configured identity store.

  • SMS and MOBILE notifications are sent to the mobile phone number.

  • No special notification is sent when the messaging channel preference is WORKLIST. Instead, log in to Oracle BPM Worklist to view tasks.

  • EMAIL is the default messaging channel preference when a preferred channel has not been selected.

You can use the Messaging Channels tab to view, create, edit, and delete messaging channels.

2.6.5.3.1 Viewing Your Messaging Channels

You can display your existing messaging channels.

To view messaging channels:

  1. From the Process Workspace global toolbar, select Preferences.

    The Preferences pane is displayed.

  2. In the User Preferences area, click Notification Preferences.

  3. Expand Available Channels.

    The Available Channels list appears (Figure 2-13) and displays the following information:

    • Name: The name of the messaging channel.

    • Type: The type of messaging channel, such as EMAIL or SMS.

    • Address: The address for the channel, such as a phone number or email address.

    • Default: Specifies whether this channel is the default messaging channel.

    Figure 2-13 Available Channels and Messaging Filters

    Description of Figure 2-13 follows
    Description of "Figure 2-13 Available Channels and Messaging Filters"

  4. Click View, click Columns and select the columns to display or hide.

    You can also click View > Reorder Columns to display a dialog to reorder the displayed columns.

    Messaging channel names and addresses are retrieved from the underlying identity store, such as Oracle Internet Directory.

2.6.5.3.2 Creating, Editing, and Deleting a Messaging Channel

Oracle BPM Worklist uses an underlying identity store, such as Oracle Internet Directory, to manage messaging channels and addresses. Therefore, you cannot directly create, modify, or delete messaging channels using Oracle BPM Worklist.

To perform these actions, contact the system administrator responsible for managing your organization's identity store.

2.6.5.4 Managing Messaging Filters

You can use the Messaging Filters tab to define filters that specify the types of notifications you want to receive along with the channels through which to receive these notifications. You can do this through a combination of comparison operators (such as is equal to, is not equal to), attributes that describe the notification type, content, or source, and notification actions, which send the notifications to the first available messaging channels, all messaging channels, or to no channels (effectively blocking the notification).

For example, you can create a messaging filter called Messages from Lise, that retrieves all messages addressed to you from your boss, Lise. Notifications that match all of the filter conditions might first be directed to your business mobile phone, for instance, and then to your business email if the first messaging channel is unavailable.

2.6.5.4.1 Viewing Messaging Filters

You can display your existing messaging filters.

To view your messaging filters:

  1. From the Process Workspace global toolbar, select Preferences.

    The Preferences pane is displayed.

  2. In the User Preferences area, click Notification Preferences.

  3. Expand Messaging Filters.

    The Messaging Filters list appears and displays the following information:

    • Filter Name: The name of the messaging filter.

    • Description: An optional description of the messaging filter.

  4. Click View, click Columns and select the columns to display or hide.

    You can also click View > Reorder Columns to display a dialog to reorder the displayed columns.

2.6.5.4.2 Creating Messaging Filters

To create a messaging filter:

  1. Click Create.

    The Create Filter dialog box appears, as shown in Figure 2-14.

    Figure 2-14 Adding a Messaging Filter

    Description of Figure 2-14 follows
    Description of "Figure 2-14 Adding a Messaging Filter"

  2. Specify the following information:

    • Filter Name: The name of the messaging filter.

    • Description: An optional description for the messaging filter.

    • Enabled: By default this option is checked. Uncheck if you do not want this filter used in message handling.

  3. Select whether notifications must meet all of the conditions or any of the conditions by selecting either the match all of the following conditions or the match any of the following conditions options.

  4. Click Create.

    Define the filter conditions in the Create Condition dialog box as follows:

    1. Select the attribute from the list.

    2. Select the operator, such as isEqual, from the list.

    3. Type the value of the condition in the text box.

    4. Click OK to add the condition to the list.

    5. Repeat these steps to add more filter conditions. To remove a filter condition, click Delete.

  5. Select from the following messaging options in the Action section:

    • Do not send messages: Do not send a message to any channel.

    • Send to first available channel: Send a message serially to channels in the address list until one successful message is sent. This entails performing a send to the next channel when the current channel returns a failure status.

    • Send to all selected channels: Send a message to all specified channels in the address list.

  6. To set the delivery channel, select a channel from the Add Notification Channel list and click Add. To remove a channel, click Delete.

  7. Use the up and down arrows to prioritize channels. If available, the top-most channel receives messages meeting the filter criteria if you select Send to the First Available Channel.

  8. Click OK.

    The messaging filter appears under the Messaging Filters area. The Messaging Filters area enables you to edit or delete the channel. Click Cancel to dismiss the dialog without creating the filter.

2.6.5.4.3 Editing a Messaging Filter

To edit a messaging filter:

  1. Select the filter from the Messaging Filters area.

  2. Click Edit.

  3. Click OK to update the messaging filter. Click Cancel to dismiss the dialog without modifying the filter.

2.6.5.4.4 Deleting a Messaging Filter

To delete a messaging filter:

  1. Select the filter from the Messaging Filters area.

  2. Click Delete. A confirmation dialog appears.

  3. Click OK to delete the messaging filter. Click Cancel to dismiss the dialog without deleting the filter.

2.7 Creating To-Do Tasks in Process Workspace

You can create a To-Do task for yourself or for others. To-Do tasks are not associated with business tasks.

Use the Create To-Do Task dialog, shown in Figure 2-15, to create a top-level To-Do task for yourself or others.

Figure 2-15 The Create To-Do Task Dialog Box

Description of Figure 2-15 follows
Description of "Figure 2-15 The Create To-Do Task Dialog Box"

To-Do tasks appear in the assignee's Inbox.

To-Do tasks can be reassigned, escalated, and so on, and deleted (logical delete) and purged (physical delete). Reassignment, escalation, and so on of the task does not affect the assignment of any child To-Do tasks. The completion percentage of a To-Do task can be reset to less than 100 percent after it is completed.

Assignment rules (such as vacation rules) are not applied to To-Do tasks. You cannot specify business rules for To-Do tasks.

To create a To-Do task:

  1. From the Actions list, select Create To-Do Task.
  2. In the Create To-Do Task dialog box, shown in Figure 2-15, provide the following details:

    • Task Title: Enter anything that is meaningful to you.

    • Category: Enter anything that is meaningful to you.

    • Priority: Select from 1 (highest) to 5 (lowest).

    • Percentage Complete: This attribute indicates how much of the task is completed. 100 percent sets the attribute as completed.

    • StartDate: The task start date.

    • Due Date: The due date does not trigger an expiration.

      You can also see overdue tasks. The start date need not be the current date.

    • Assignee: You can assign yourself or someone else.

  3. Click OK.

2.8 Creating Subtasks in Tasks in Process Workspace

A subtask is a child of a task, either a To-Do task or a business task.

Creating a subtask can be helpful, for example, when a purchase order contains several line items and you need a separate approval process for one of them.

2.8.1 What You May Need to Know About Creating Subtasks

Here are some important points to keep in mind when creating subtasks:

  • A To-Do task can only have To-Do subtasks. When all To-Do subtasks are 100 percent complete, the To-Do task is also marked as complete. If the To-Do task is completed, then To-Do subtasks are at 100 percent within the workflow system.

    If the task is a business task and that task is completed, then the subtasks of that task are withdrawn. You can only create a business tasks for other business tasks.

  • If you explicitly set a To-Do task to 100 percent, there is no aggregation on the task.

  • If you are using a release of Oracle BPM that is prior to 11g Release 1 (11.1.1.7.0), then, when you create a subtask from the Actions list of the task list, that subtask appear in the task list of the assignee for that subtask.

    However, to enable subtask creation from the Actions list of the task details page and display of subtask section in the task details page, you must re-generate the form by using 11g Release 1 (11.1.1.7.0). You may continue to use processes that were deployed in earlier releases even if you do not re-create the task form.

  • Sub Tasks created in Process Workspace are not included as composite audit trail in Oracle Enterprise Manager Cloud Control Console.

  • Parallel tasks are created when a parallel flow pattern is specified for scenarios such as voting. In this pattern, the parallel tasks have a common task. You can create subtasks using different pattern lines: Single approver, Sequential approver and Parallel approver.

    The subtasks are included in the Tasks Details page of the task. To view the subtasks for a task, select the task from the Task List to display the Task Details page. The subtasks are displayed under the Sub Tasks section.

2.8.2 Creating Subtasks from the Actions List

  1. From the Task List, select a task.
  2. From the Actions list, select Create Sub Task....

    The Create Subtask dialog box appears as shown in Figure 2-16.

    Figure 2-16 Create Subtask Dialog Box - Task List

    Description of Figure 2-16 follows
    Description of "Figure 2-16 Create Subtask Dialog Box - Task List"
  3. In the Create Subtask dialog box, define the subtask and provide the following details, if required:

    • Title: Enter anything that is meaningful to you (required field).

    • Priority: Select from 1 (highest) to 5 (lowest).

    • Comments: Enter anything that is meaningful to you.

    • Routing Type: Select Single Approver, Group Vote or Chain of Single Approvers.

      For more information on these options, see Routing Tasks in Process Workspace.

    • Provide or search for user or group names and select the approvers by selecting the check box next to the user or group name.

  4. When you have finished specifying the subtask, in the Create Subtask dialog box, click OK.

    This refreshes the task list. When you select the task, the Task Details page now includes a Subtasks section displaying the details about the subtask you created for that task.

    Note:

    • If you specified more than one participant for the subtask, then the Subtask region displays a separate item for each participant.

    • If a participant completes a subtask, then you must manually refresh the task to show the details for that completed subtask.

    • If you create a subtask, the assignee becomes the creator.

2.8.3 Creating Subtasks from an Existing Task

  1. From the Task List, select a task.
  2. In the Task Details pane, from the Actions list, select Create Subtask... as shown in Figure 2-17.

    Figure 2-17 Creating a Subtask from the Task Details Page

    Description of Figure 2-17 follows
    Description of "Figure 2-17 Creating a Subtask from the Task Details Page"

    The Create Subtask dialog box appears as shown in Figure 2-18.

    Figure 2-18 Create Subtask Dialog Box - Task Details Page

    Description of Figure 2-18 follows
    Description of "Figure 2-18 Create Subtask Dialog Box - Task Details Page"
  3. In the Create Subtask dialog box, define the subtask and provide the following details, if required:

    • Title: Enter anything that is meaningful to you (required field).

    • Priority: Select from 1 (highest) to 5 (lowest).

    • Comments: Enter anything that is meaningful to you.

    • Routing Type: Select Single Approver, Group Vote or Chain of Single Approvers.

      For more information on these options, see Routing Tasks in Process Workspace.

    • Provide or search for user or group names and select the approvers by selecting the check box next to the user or group name.

  4. When you have finished specifying the subtask, in the Create Subtask dialog box, click OK.

    This refreshes the task list. When you select the task, the Task Details page now includes a Subtasks section displaying the details about the subtask you created for that task.

    Note:

    • If you specified more than one participant for the subtask, then the Subtask region displays a separate item for each participant.

    • If a participant completes a subtask, then you must manually refresh the task to show the details for that completed subtask.

    • If you create a subtask, the assignee becomes the creator.

2.9 Acting on Tasks that Require Passwords in Process Workspace

When you act to approve or reject a human task that was set up to require a password, you must provide the password when prompted.

2.10 Acting on a Task that Requires a Digital Signature in Process Workspace

A digital signature is an electronic signature that authenticates the identity of a message sender or document signer. This ensures that the original content of the message or document sent is unchanged.

Oracle Business Process Management Workspace supports the signature policy created in the human task:

  • No signature required — Participants can send and act on tasks without providing a signature.

  • Password required — Participants must specify their login passwords.

  • Digital certificate (signature) required —Participants must possess a digital certificate before being able to send and act on tasks. A digital certificate contains the digital signature of the certificate-issuing authority so that anyone can verify that the certificate is real. A digital certificate establishes the participant's credentials. It is issued by a certification authority (CA). It contains your name, a serial number, expiration dates, a copy of the certificate holder's public key (used for encrypting messages and digital signatures), and the digital signature of the certificate-issuing authority so that a recipient can verify that the certificate is real.

The evidence store service is used for digital signature storage and non-repudiation of digitally-signed human workflows.

For more information about digital signatures and the evidence store service, see Using the Evidence Store Service and Digital Signatures.

When you act on a task that has a signature policy, the Sign button appears, as shown in Figure 2-19.

Figure 2-19 Digital Signature Task Details

Description of Figure 2-19 follows
Description of "Figure 2-19 Digital Signature Task Details"

To use a certificate for digitally signing tasks, you must first upload the certificate as described in Providing a Digital Certificate in Process Workspace.

2.11 Routing Tasks in Process Workspace

If a human task was designed to permit ad hoc routing, the task can be routed in an ad-hoc fashion in the worklist.

For such tasks, a Route button appears on the task details page. From the Route Task dialog box, you can look up one or more users for routing. When you specify multiple assignees, you can select whether the list of assignees is for simple (group assignment to all users), sequential, or parallel assignment.

If you are a developer and want more information about designing tasks to permit ad hoc routing, see Oracle Fusion Middleware Developer's Guide for Oracle SOA Suite.

To route a task:

  1. From the Actions list, select Adhoc Route.
  2. Select an action and a routing option, as shown in Figure 2-20.

    Figure 2-20 Routing a Task

    Description of Figure 2-20 follows
    Description of "Figure 2-20 Routing a Task"

    • Single Approver: Use this option for a single user to act on a task.

      If the task is assigned to a role or group with multiple users, then one member must claim the task and act on it.

    • Group Vote: Use this option when multiple users, working in parallel, must act, such as in a hiring situation when multiple users vote to hire or reject an applicant.

      You specify the voting percentage that is needed for the outcome to take effect, such as a majority vote or a unanimous vote, as shown in Figure 2-21.

      Figure 2-21 Providing Consensus Information

      Description of Figure 2-21 follows
      Description of "Figure 2-21 Providing Consensus Information"

    • Chain of Single Approvers: Use this option for a sequential list of approvers. The list can comprise any users or groups. (Users are not required to be part of an organization hierarchy.)

  3. Add optional comments for the next participant on the route.
  4. Provide or search for user or group names; then move the names to the Selected area.
  5. Click OK.

2.12 Using the Evidence Store Service and Digital Signatures

The evidence store service is used for digital signature storage and non-repudiation of digitally-signed human workflows. A digital signature is an electronic signature that authenticates the identity of a message sender or document signer. This ensures that the original content of the message or document sent is unchanged. Digital signatures are transportable, cannot be imitated by others, and are automatically time-stamped. The ability to ensure that the original signed message arrived means that the sender cannot repudiate it later.

Digital signatures ensure that a human workflow document:

  • Is authentic.

  • Has not been forged by another entity.

  • Has not been altered.

  • Cannot be repudiated by the sender.

A cryptographically-based digital signature is created when a public key algorithm signs a sender's message with a sender's private key.

During design time, signatures are enabled for the task. During runtime in Process Workspace, when a user approves or rejects the task, the web browser:

  • Asks the user to choose the private key to use for signing.

  • Generates a digital signature using the private key and task content provided by Oracle BPM Worklist.

Note:

  • The certificate refers to a Personal Information Exchange Syntax Standard (PFX) file that includes a certificate and a private key, and is protected by a simple text password. PFX specifies a portable format for storing or transporting a user's private keys, certificates, miscellaneous secrets, and so on.

  • The possession of a private key that corresponds to the public key of a certificate is sufficient to sign the data, because the signature is verifiable through the public key in the certificate. However, no attempt is made to correlate the name of a user of a certificate with the person updating it. For example, user jstein can sign using the private key of user cdickens if jstein has that private key.

The following digital signature features are supported:

  • PKCS7 signatures based on X.509 certificates.

  • Browser-based, digitally-signed content without attachments.

You can search the evidence store, as shown in Figure 2-22.

Figure 2-22 The Evidence Store

Description of Figure 2-22 follows
Description of "Figure 2-22 The Evidence Store"

2.13 Exporting Tasks to Microsoft Excel

You can export tasks to Excel based on a selected view.

The export downloads all rows and columns displayed in the selected view. For example, if you select My Tasks view, you will download 16 tasks. If you select the Administrative Tasks view, you will download 49,694 tasks, as shown in Figure 2-23:

Figure 2-23 Tasks Views

Description of Figure 2-23 follows
Description of "Figure 2-23 Tasks Views"

2.13.1 How to Export Tasks to Excel

Any logged-in user can export tasks.

To export tasks:
  1. Select the appropriate View from the list.
  2. Click the Export button Export button.
  3. Choose a folder location and enter a filename for the download and click Save.
  4. Open the file in Excel to view the downloaded tasks.

2.14 Creating Worklist Reports

Wroklist Reports include reports for Unattended Tasks, Tasks Priority, Tasks Cycle Time, Tasks Productivity, and Tasks Time Distribution.

Table 2-3 lists the worklist reports available for task analysis.

Table 2-3 Worklist Report Types

Report Name Description Input Parameters

Unattended Tasks

Provides an analysis of tasks assigned to users' groups or reportees' groups that have not yet been acquired (the "unattended" tasks).

  • Assignee—This option (required) selects tasks assigned to the user's group (My Group), tasks assigned to the reportee's groups (Reportees), tasks where the user is a creator (Creator), or tasks where the user is an owner (Owner).

  • Creation Date—An optional date range

  • Expiration Date—An optional date range

  • Task State—The state (optional) can be Any, Assigned, Expired, or Information Requested.

  • Priority—The priority (optional) can be Any, Highest, High, Normal, Low, or Lowest.

Tasks Priority

Provides an analysis of the number of tasks assigned to a user, reportees, or their groups, broken down by priority.

  • Assignee—Depending on the assignee that you select, this required option includes tasks assigned to the logged-in user (My), tasks assigned to the user and groups that the user belongs to (My & Group), or tasks assigned to groups to which the user's reportees belong (Reportees).

  • Creation Date—An optional date range

  • Ended Date—An optional date range for the end dates of the tasks to be included in the report

  • Priority—The priority (optional) can by Any, Highest, High, Normal, Low, or Lowest.

Tasks Cycle Time

Provides an analysis of the time taken to complete tasks from assignment to completion based on users' groups or reportees' groups.

  • Assignee—Depending on the assignee that you select, this required option includes your tasks (My) or tasks assigned to groups to which your reportees belong (Reportees).

  • Creation Date—An optional date range

  • Ended Date—An optional date range for the end dates of the tasks to be included in the report

  • Priority—The priority (optional) can by Any, Highest, High, Normal, Low, or Lowest.

Tasks Productivity

Provides an analysis of assigned tasks and completed tasks in a given time period for a user, reportees, or their groups.

  • Assignee—Depending on the assignee that the user selects, this required option includes the user's tasks (My & Group) or tasks assigned to groups to which the user's reportees belong (Reportees).

  • Creation Date (range)—An optional creation date range. The default is one week.

  • Task Type—Use the Search (flashlight) icon to select from a list of task titles. All versions of a task are listed on the Select Workflow Task Type page (optional).

Tasks Time Distribution

Provides the time an assignee takes to perform a task.

  • Assignee—Depending on the assignee that the user selects, this required option includes the user's tasks (My & Group) or tasks assigned to groups to which the user's reportees belong (Reportees).

  • From...to (date range)—An optional creation date range. The default is one week.

  • Task Type—Use the Search (flashlight) icon to select from a list of task titles. All versions of a task are listed on the Select Workflow Task Type page (optional).

2.14.1 How To Create Reports

Reports are available from the Reports link. Report results cannot be saved.

To create a report:

  1. From the toolbar at the top center of the Home page, select More, then Reports.
  2. Click the type of report you want to create.

    Figure 2-24 shows the report types available.

    Figure 2-24 Oracle BPM Worklist Reports

    Description of Figure 2-24 follows
    Description of "Figure 2-24 Oracle BPM Worklist Reports"
  3. Define the search parameters of the report.

    Figure 2-25 shows an example of the Unattended Tasks Report input page. The other reports are similar. See Table 2-3 for information about input parameters for all the report types.

    Figure 2-25 Unattended Tasks Report—Input Page for Task Analysis

    Description of Figure 2-25 follows
    Description of "Figure 2-25 Unattended Tasks Report—Input Page for Task Analysis"
  4. Click Run.

2.14.2 What Happens When You Create Reports

As shown in Figure 2-26, report results (for all report types) are displayed in both a table format and a bar chart format.

Figure 2-26 Report Display

Description of Figure 2-26 follows
Description of "Figure 2-26 Report Display"
2.14.2.1 Unattended Tasks Report

Figure 2-27 shows an example of an Unattended Tasks report.

Figure 2-27 Unattended Tasks Report

Description of Figure 2-27 follows
Description of "Figure 2-27 Unattended Tasks Report"

The report shows that the California group has 15 unattended tasks, the Supervisor group has 7 unattended tasks, and the LoanAgentGroup has 11 unattended tasks. The unattended (unclaimed) tasks in this report are all DocumentReview tasks. If multiple types of unattended task exists when a report is run, all task types are included in the report, and the various task types are differentiated by color.

2.14.2.2 Tasks Priority Report

Figure 2-28 shows an example of a Tasks Priority report.

Figure 2-28 Tasks Priority Report

Description of Figure 2-28 follows
Description of "Figure 2-28 Tasks Priority Report"

The report shows that the California group, the Supervisor group, and the LoanAgentGroup each have 16 tasks of normal priority. The users rsteven and jcooper have 5 and 22 tasks, respectively, all normal priority. Priorities (highest, high, normal, low, lowest) are distinguished by different colors in the bar chart.

2.14.2.3 Tasks Cycle Time Report

Figure 2-29 shows an example of a Tasks Cycle Time Report.

Figure 2-29 Tasks Cycle Time Report

Description of Figure 2-29 follows
Description of "Figure 2-29 Tasks Cycle Time Report"

The report shows that it takes 1 hour and 6 minutes on average to complete DocumentReview tasks, and 1 hour and 28 minutes on average to complete VacationApproval tasks. The bar chart shows the average cycle time in milliseconds.

2.14.2.4 Tasks Productivity Report

Figure 2-30 shows an example of a Tasks Productivity Report.

Figure 2-30 Tasks Productivity Report

Description of Figure 2-30 follows
Description of "Figure 2-30 Tasks Productivity Report"

The report shows the number of tasks assigned to the California, LoanAgentGroup, and Supervisor groups. For individual users, the report shows that jcooper has 22 assigned tasks. In addition to his assigned tasks, jcooper has completed 2 tasks. The report shows that mtwain and rsteven have completed 6 and 11 tasks respectively. In the bar chart, the two task states—assigned and completed—are differentiated by color.

Note:

The Me & My Group and Reportees options have been removed from the Productivity Report.