IBM FileNet P8, Version 5.1.+            

Managing tasks

Review and complete tasks

Reviewers participate in a task, which includes locating and completing assigned work, and possibly tracking task status as a result of a process that was started. When you are reviewing a task, you process work that is assigned and routed to you. You can view the status and history of each task assigned to you. When you complete a task in a sequential process, Integration for Microsoft Office routes the work to the reviewer assigned to process the next step in the task. However, if a reviewer rejects the task, the flow of work might be returned to the original process author or previous reviewer depending on the options that were selected when the process was defined.

In a parallel process, Integration for Microsoft Office routes the work to all the reviewers assigned to the process at the same time. The collective efforts of all reviewers continue until the number of review approvals exceeds the minimum number specified in the process definition.

Resolving issues with processes and tasks

There might be situations where your processes and tasks get stuck, need to be cancelled, or errors occur. Your administrator can assist you in resolving any of the issues by using the Process Engine and referring to information about the Process Administrator and Process Tracker. The Process Administrator allows your administrator to search for and view processes, edit process data and properties, and manage processes. The Process Tracker provides the status of a process that is currently in progress. It also identifies what tasks have been completed, when they were completed, and which tasks are currently active.

Use the following tables to map the process terms and labels used within integrated Office applications and in the Process Engine, Process Administrator and Process Tracker. Your administrator can use the table to help in deciphering the different terms and labels used in the applications when resolving processing and task issues.

Table 1. This table lists the terms used to describe the flow of work from the Process Engine and from within integrated Office applications.
Integration for Microsoft Office terms Process Engine terms
Process Workflow
Task Workitem/Step
Reviewer Participant
Table 2. This table lists the terms used to describe the flow of work from the Process Administrator and Process Tracker and from within integrated Office applications.
Integration for Microsoft Office tasks and process pane labels Process Administrator and Process Tracker labels
Process/Process Name F_Subject/Subject
Task Step
Originator/Reviewer/User Originator/Participant
Table 3. This table lists the terms used to describe the flow of work for the Process step name and from within integrated Office applications task name.
Integration for Microsoft Office task name Process step name
Start LaunchStep
Approval Notification Final
To start and define a process:
  1. Open a document in an object store and click the IBM ECM tab and click Start Process or right-click a document and select Start process from the pop-up menu.
  2. Complete the criteria for the process you are defining and start the process.

To review and complete a task:

  1. Click the IBM ECM tab and click Tasks to view the tasks that are assigned to you.
  2. Double-click the task you want to process and review the instructions and assigned work you need to complete.
  3. Save your work in progress and come back to the task at another time or complete the task.


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Last updated: July 2011


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