Workflow : Delegate, Recall, Reassign, Workflow Task Cards.

Workflow : Delegate, Recall, Reassign, Workflow Task Cards.

Introduction

The Workflow Module in Rubiscape enables users to create workflows, design process flows using nodes, configure approval steps, assign approvers, and monitor task statuses within the same workspace.

1. Tasks Tab

The Tasks tab displays all tasks created within the selected workspace.

In the Tasks tab, we can see several cards that provide a quick overview of task statuses. These include:

1.1 Task Summary Cards

Total Tasks

Displays the total number of tasks created in the selected workspace.
• Includes tasks created by the logged-in user
• Includes tasks created by other users who have access to the same workspace


Decision Pending

Displays tasks that require decision approval from the logged-in user.
Once user takes action (Approve / Reject / Investigate), the task disappears from this card.


Overdue Tasks

Displays the count of tasks where:
• The due date has passed
• User has not taken any required action


Pending Today

Shows tasks whose last action date is today.
If still untouched by next day, it moves to Overdue Tasks.


Non-Approved Tasks

Shows count of tasks where approver marked outcome as:
• Rejected
• Investigate


Delegated Tasks

Shows count of tasks that have been delegated.
• For the owner → count increases under Delegated Tasks.
• For the delegated user → count increases under Decision Pending.


Important Note: While creating a workflow, ensure the correct workspace is selected.

2. Task Categories


My Tasks

When the user is on My Flows and selects My Tasks from the dropdown, they can view all tasks or workflows created by themselves.

Approval Tasks

Shows tasks requiring approval from logged-in user.
• Manage Tasks button becomes enabled.
• User can select one/multiple tasks to reassign.


Delegated Tasks

     When the user switches to the Delegated Tasks section, they can view all tasks that have been delegated to them.

·        
Delegated Task means:
A task that was originally assigned to the logged-in user, but the user has reassigned (delegated) it to someone else to work on or approve. 

·        
If the user wants to further delegate the same task to someone else, they can select the task, click on Manage, and choose to Reassign it to another user.
Alternatively, the user can Recall the task if needed.

·        
Reassign: Reassigning a task means assigning a task—already delegated to the logged-in user—to another user within the same tenant, selected from the available user list.

·        
Recall Task: means that while viewing the delegated tasks, the logged-in user can retrieve a task that was previously delegated to someone else. Once recalled, the task is removed from the Delegated Tasks list and moves back to the Decision Pending card (i.e., Approval Tasks dropdown).


  
For delegation, if the logged-in user wants to delegate all tasks that have come to them for approval, they can click on Manage Tasks without selecting any specific task while in the Delegated Tasks section.
This opens the Delegation pop-up, where the user can:

  • Select any user from the list
  • Define a specific date range

3. All Flows

  1. Displays all tasks created within a specific workspace by any user who has the access of that specific workspace.

  1. The logged-in user can only view the tasks and cannot perform any actions or manage them.


4. Workflows Tab

Displays workflows created within the workspace.
User can see all the workflow and also edit or delete that workflow within that specific workspace



4.1 Workflow Status Indicators

• Completed – All nodes executed successfully
• Waiting – Pending approval
• Running – Execution in progress
• Failure – Node failure occurred
• Aborted – User manually stopped execution


4.2 Finished Tasks

Display the count of completed tasks out of the total tasks.
For example, if a workflow contains 4 nodes and 2 nodes have executed successfully, then 2 will be shown as the number of Finished tasks out of 4.

4.3 Due Date
While creating the workflow, the owner can set a due date for the approval. This due date will be displayed here.

4.4 Outcome

Outcome reflects user action:
• Approved → Outcome: Approved
• Investigate → Outcome: Investigate
• Rejected → Outcome: Rejected

4.5 Favourite

User can mark workflows as favourite. Those workflows appear in the Favourite section.

4.6 Actions (Run / Delete)

Run – Executes workflow.
Delete – Permanently removes workflow.

[Insert Screenshot: Run and Delete buttons]


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