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Tasks Tab

Create Tasks Trees for your Business Process

Feature

Tasks are used to model the business process that happens after a request is submitted. This process includes notifications, approvals, creating instances in Remedy forms, and many other individual tasks.

There are two ways to create tasks in the current version of Kinetic Request. The default method in version 5 is to use the Task builder, but the previous method is still available.

Depending on the type of tree you create, Remedy Workflow will create the initial trigger record to start processing your task tree. The initial trigger record starts processing by completing the Start node (included at the beginning of every tree) and causing the connectors from the start node to fire. Trigger records are what the task engine uses to interact with the task tree, and create instances of nodes. Node instances are related both to a task tree, and to a specific request.

Which task method you use is controlled by the check box Use Kinetic Task Engine in the top right of the tasks tab. By default this box is checked to use the new task engine with version 5. You can only use one Task method per service item.

Example of the Tasks tab:

tasks tab basics.png

Create and Modify Task Trees

Add opens the dialog to create a new Task Tree. The same dialog is used to create and modify task trees.

Two options are presented, Add Existing Task (see below) and Copy Existing Task. Copy existing task presents a list of task trees to select.

Example of the Task Tree Dialog:

tasks tab add task tree dialog.png

Tree Name is a descriptive name for the tree.

Tree Type is a list of available types. The following are included with the application:

  • Complete - tree is executed when a request is completed (reach the confirmation page).
  • Create - tree is executed when the request is created (often used with approvals).

New types can be created. The types are drawn from configuration items. New workflow must be created for new types.

Status is for the task tree. Inactive trees are not executed. Copied trees start as inactive.

Delete button removes the selected task tree.

Accessing the Task Builder

The Task Builder is available by clicking on a tree in the table, then clicking the ‘Launch Builder’ button on the right side of the table on the Task tab.

To access the task builder, the user must be authenticated, and a member of either the KS_TSK_Manager or Administrator groups.  If the user is not already authenticated, the user will be prompted for credentials before proceeding to the task builder.

Example of the Task Builder Dialog:

task builder basics.png

The name of the tree is listed along the top left of the tree.

Plus and Minus magnifying glasses can change the view perspective on the task tree.

Save button saves the current tree.

Logout button used to close the page and logout the current user.

Configure button sets some background values for the task tree.

Example of the Configure Dialog:

task builder configuration.png

Process Name is the name of the task tree.

Version is set by the task tree creator.

Author can be any value. However, if an email address is used, it will be notified of any exceptions on the task tree.

Notes is descriptive text for the task tree.

Task List holds all the tasks that are available for building task trees. They are seperated by category. Clicking on a category shows the individual tasks that are available.

Example of Task Category:

task builder category example.png

Adding Nodes

Nodes are created by dragging a Task from the task list onto the main section of the task builder.

There are a variety of different types of tasks, System Control, System Utilities, and your own tasks that you create and add.

NOTE: New tasks are added through the Task Manager Console.

Node Basics

All nodes share some basic information. Clicking on a node will show the following (Get manager Info selected):

task builder selected node.png

The name of the node is displayed in the middle of the outline. All nodes also show their name.

The x on the left side of the node is used to delete the node.

The v on the bottom of the node is to connect the node to other nodes. Click on the v and drag to another node. A directional connector is created.

Clicking on the i on the right side of the node shows more information about the node (see below).

Connectors for a selected node are highlighted.

Nodes that have required fields without values have a dashed outer border.

If the node is deferred, it will have an orange background (see Approval Create node).

Editing a Node

Clicking on the i will bring up the edit view of a node. The information available depends on the type of node.

Example of Edit View of a Typical Node:


node edit view.png

Along the top is the common name of the node (Get Manager Info). This value defaults to the Id of the node. The common name must be unique in the task tree.

Visible option determines whether the instance of the node is included on the web portal information about requests.

Defers option (not shown) determines whether the node instance will complete automatically, or stay in a work in progress status (waiting for another system to create a trigger to process the node).

Parameters tab is shown by default. It includes the parameter fields configured for the node. Reqiured fields are marked with an asterisk (*). If the values for the parameter field can be edited a pencil icon will be to the right of the field (see details below).

Messages tab shows either a field for Complete (non-deferred node) or Create, Update, Complete (deferred node). These fields can be edited to show information on the web portal. If the Visible option is not checked, these fields are not available.

Id: is a unique name for the node that includes the name of the node with an underscore and an integer. The integer is incremented automatically by the task builder system.

Save button saves the information in the node and returns you to the parameters tab.

Cancel button closes the node without saving information.

Editing a Parameter Field

Clicking on the edit icon for a parameter field (pencil) brings up the following dialog:

task builder edit parameter field.png

Along the top of the dialog is a selection of logical operators. Click on one to add it to the edit field.

Click on the Pre-defined Values button to bring up the list of options:

Application Config Values - includes the Default Web Server and the Mid-Tier Server name. Useful for configuring URLs.

Service Item Answers - includes all the questions from the service item.

Service Item Dataset - includes all the dataset values for the service item.

Service Item Template Fields - includes values about the service item.

Task Results - includes all the results option configured for the handler (you are not limited to these options, these are just the pre-configured ones).

Connectors

Connectors are what tie nodes together. Connectors have a single direction, and can have different conditions and types. The defaut for a connector is to always fire (move to the next node) when the node it is coming from is completed. However, there are three types of connectors and each connector can have conditions placed upon it.

Example of a Connector:

task builder connector.JPG

Clicking on a connector highlights it, reveals an x to delete it, and highlights the node it is attached to. Double clicking opens the editing dialog (see above).

Label is available to add, and should be unique. It is very helpful to mark the purpose of a tree or branch.

Pre-defined values button is the same as editing a parameter field on a node.

Type is a list of available actions for the connector to fire (see below).

Central editing field is checked to see if the connector should fire. If left blank it will fire the connector. If a qualification is added, it must resolve to true for the connector to fire.

Save button saves changes and closes the dialog.

Cancel button closes the dialog without saving the changes.

Types of Connectors

There are three types of connectors

Complete - fires when the starting node is complete.

Create - fires when the node is first created. This is normally only used with deferred nodes.

Update - fires when the node instance for a tree is updated. This is normally only used with deferred nodes.

Tasks

Tasks for the task builder come from three locations. The System Utility and System Control tasks are included with the application. Sample tasks are available from the Kinetic Community here. You can create task handlers on your own using examples from the task handlers on the Kinetic Community site.

The tasks on our community site have explanations of how to use them included in their articles. Below are explanations of the system utility and control tasks included with Kinetic Task.

System Control

The controls included are: Join, Junction, Loop Begin, Loop End, No Operation, and Wait. To access these tasks, click on the name of the category (System Controls) and the tasks are listed - click again to hide.

Join

Used to bring multiple branches of a task tree together. Three types of joins are: All, Any and Some. All indicates that all connectors to the join node must be complete before continuing. Any means that any single connector to the join that completes will cause the tree to continue. And Some means that a certain number of connectors (configured in the node) must complete before the join node continues along the tree.

Example of Join Tree:

task builder join example.JPG

Example of Join Node Information:

task builder join example info.JPG

Junction

Similar to join, except it only checks that all the branches have executed completely before continuing. Specifically, all the connectors in the branch do not have to be complete, just execute as completely as possible. The junction node is often used when you need to wait for deferred nodes in a collection of branches before continuing. A junction node does not have any parameters, it looks at all the branches that feed into it.

A junction tree can look similar to join tree, it just has different qualifications for when it is complete.

Loop Begin and Loop End

The two tasks that make up the loop system controls, must be used together. You are able to put any other type of task in the loop. The Loop End node controls when and how many processes leave the loop. It is similar to a Join node. The Loop Begin node controls how many instances of the loop are created when the loop is encountered on the task tree.

Example of a Basic Loop:

task builder loop example.JPG

Notice that the Loop Begin node has a connector to its Loop End node. This connector closes the loop and identifies the actions that are part of the loop.

Loop End Nodes have the following options: All, Some, or Any.

Loop Begin Nodes have the following options:  Data Source, Loop Path, and Variable Name.

Example of Loop Begin Node:

tasj builder loop begin info.JPG

 

Data Source holds an XML string that defines how many instances of the loop are created.

Loop Path is the XPath definition to the particular data for the loop.

Variable Name is a name that can be used in other nodes in the loop to reference the data defined by the Loop Path

All three fields are required.

Example: You want to send a request to a group of approvers. Only 2 of the approvers need to approve for the request to create a ticket. The list of approvers is created by a previous task and placed into the Data Source field. Here is a sample list (approvers email addresses):

<appEmail>

  <i>Bob@acme.com</i>

  <i>Jane@acme.com</i>

  <i>Charles@acme.com</i>

</appEmail>

Here is the Loop Path to identify the names:

//appEmail/i

The Variable Name can be any text that identifies values defined by the XPath as long as it is not the same as the names in the XPath. Example: appNameEmail or approver_email. This value is used with the following syntax in the nodes within the loop - @appNameEmail or @approver_email depending on what you put into the Variable Name.

No Operation (NoOp)

This type of task is used as both a placeholder and label for nodes within a task tree. It performs no set function, and cannot pass any information. The most common use is as a label.

Wait

This task is used to put a predefined delay into a task tree.

There are two fields that let you configure the wait node.

  • Wait Time is an integer that defines the number of units of time.
  • Time Unit can be set to minute, hour, day, or week.

Both fields are required.

This node is often used to wait for backup approvers or to send messages if an action has not been completed in a certain time frame.

System Utilities

The utilities included are, Create Trigger, Defer, Echo, and Eval. To access these tasks, click on the name of the category (System Utilities) and the tasks are listed - click again to hide.

Create Trigger

This task is used to start another node on a task tree. You identify the task to start, normally a Defer type of task, by its token.

Example of a Create Trigger Node:

task builder create trigger info.JPG

Action Type is the type of action that the Create Trigger node will fire on: Root, Update, or Complete. Complete is the most common choice.

Deferral Token is the token (unique value) value of the instance that the trigger affects. Tokens are automatically created by deferred nodes.

Deferred Results are values to pass to the Deferred node that is being acted upon. These values can be used on the messages tab, or as results for nodes farther down the tree.

Message Text displayed in the console for the node.

Action Type and Deferral Token are required.

Defer

This node lets you pause your tree and wait for some other action to make it continue. The node has a token that you can use to identify it and restart the tree.

Echo

The echo task is used most often to place a message in an instance. This node is useful for debugging to check returned results from various nodes. You are able to get inputs and results from all the various tasks and data from the request. Results are then viewed in the Task Manager.

Eval

The Eval task lets you execute ruby code and pass the results to the another node in a task tree as a result.