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Chapter 3 - Workflow

3A. Tasks & Decision Buttons

Tasks & Decision Buttons - Introduction

The Task and Decision buttons are concepts usually used in order to set up a workflow.

However, Tasks can also be used outside a predefined workflow using the "Instant Share" or "Ad-hoc task" capability of Aproove. This unique feature helps overcome unplanned branches in a predefined workflow. Without having to modify a running workflow, project managers are able to easily handle any exception in their workflow by assigning an "on the fly" Ad-hoc task to anyone inside or outside of the project users.

The following section will cover the topic of creating Tasks and Decision Buttons.

Tasks & Decision Buttons - Types & Concepts

To manage Tasks & Decision Buttons, log into the admin tool and navigate to Workflows.

This section of the Admin guide covers the basic setup of decision buttons and Tasks, which are required steps before you are able to create a Proof Routing Flow (PRF) or workflow.

Decision Buttons

Modifying an existing decision button

On the Decision button tabs is a list of current Decision buttons that have been created within Aproove. 

Workflows - Decision Buttons

To update an existing button, select it from the list to bring up the details window. Edit the Key or the localized language labels, then click "Save."

Workflows - Decision Button Edit

Adding a new decision button

To add a new decision button, click 'New answer button'. Input a unique Key name and localized language labels. When completed, click "Add" to save the button. 

Workflows - Decision Button New-1

Tasks

Tasks determine what you are requiring Users to do at each step of the workflow.  In the Admin tool, Task configurations are found under the Workflows icon in the Tasks tab.

Creating a new Task

To create a new task, click "New Task". 

Workflows - New Task

The first settings that can be configured for a new Task are shown below.

Workflows - New Task2

  • Name - This field is the logical name for the Task; it will be seen when you are using a Task within a specific workflow step.
    • Note: It is recommended that you use unique names for Tasks so it is easier to trace where a Proof is in a workflow. 
  • Description - This is an optional field that can be used to add further description to a Task.
  • Comment Enabled -  If enabled, the users assigned to the Task will have the ability to comment on Notes that have been added to Proofs.
  • Allow Notifications sending - Allows the task to trigger actions
    • It is recommended that this setting is always enabled.
  • Context
    • Collaborate - makes the task available for the Proofing Flow
    • Upload - makes the task available for the Project creation part of a workflow
    • Download - ???
  • Order - deprecated

After you have the settings, click Add to save it to the list of available tasks. 

Modifying an existing Task

To modify an existing Task (or a newly created one), start by selecting it from the list.  You will be presented with additional features and settings that can be defined. The first tab shown is the Features for the Task.

Task Settings Features-1

  • Welcome popup - Displays a pop-up message when launching the Task from a Task notification or through the Dashboard interface.
  • Review - Enables the Proofing Viewer for a Task.
  • Upload - Enables the ability to upload files.
    • Prevent decision to be made until a file is uploaded - If enabled, the Task can not be completed until a file has been uploaded.
    • One Flow Wizard proof upload task default - ???
    • Honor naming convention on Upload to proof folder - server-side, forces a check against the naming convention in the project config
    • Destination - Determines the location where files are uploaded to. 
      • Project Folder - Location for Proofs that are routed through the workflow.
      • Public - Location for support files that is accessible to all members of a Project.
      • Private - Location for support files that are only available to the person uploading the file.
    • File type restriction - choose the file type(s) you wish to allow to be uploaded through this task. Once selected click + to add. More than one file type can be added.
      File Type Restriction
    • File matching (Javascript) - once checked, a regular expression must be input into the text area below. Any file uploaded must adhere to this regular expression and will be rejected if it does not match. client-side,
    • File renaming - rename the file uploaded through the task. Internal System Tags and metadata keys can be invoked into the name.
      • Internal System Tags
        • Dropped file name - xxx
        • Dropped file name without extension - xxx
        • Dropped file name extension only (e.g. pdf) - xxx
        • Task data - xxx
  • Download - Enables files to be downloaded as part of the Task.
  • Metadata form - Enables a metadata Form to be displayed as part of the Task.
  • Integration - feature for future use
  • Chat room - enables the Task Chat feature for the task 
  • File room - enables Files to be uploaded to the Task Chat feature for the task. A "Files" section is added to the Task Chat interface.

Short text: contains the Header information for the message a user sees when the task is sent to them.

Task Settings Short Text-2

To define the text, simply click into the open language field and enter the information you would like displayed as the short text.  To auto-fill the other localized languages with the same text that was input, hit the tab key on the keyboard.  If you have the need to define another language, edit the language field of choice so that the user with a specific language will see the short text in their language. 

This text can be previewed once it is saved by selecting which language you would like displayed in the preview. 

Long text: used to provide the Users assigned a task with a full description of what should be accomplished within the Task they are being assigned.  In the Long text, it is best to think about what information a User may need to know about the Task and any other descriptions that clarify the Task.

Task Settings Long Text-2

To define the long text there are a few items that can be used to provide additional information to users by way of system tags or Metadata Keys. These items are used to look up the information from within the Aproove database to automatically add it to the long text. To use an item from the Tag drop-down list, select the item (e.g Recipient first name) and click "Add".  When this task is sent to a User, their first name will be visible to them in the Long text.

The example Long text in the screencap above uses the "Recipient First Name", "Proof Name", and "Deadline". These fields will populate when the task is sent out with the information requested so it will look something like this when received (highlighted in bold for clarity):


Hello Chris,

Please review the following proof 01_0423_AD-123.pdf and annotate if necessary.

Please complete this task by 04-27-2023 06:00 PM (EDT).


Email subject tab: a custom email subject line can be added which users will see when receiving an email notification for this task. As with the Short text tab, system tags and Metadata keys can be invoked.

Task Settings Email subject

Decisions: define how your Decision buttons will function within the task. Creating the Decision buttons is covered in greater detail in Tasks & Decision Buttons - Advanced Configuration.

Task Settings Decisions-1

Once you are in the Decision tab, click "New button" to add a decision button to the Task.  This will bring up the following window.

Task Settings Decisions2

Here you can now select the Label Key (Decision Button) that was created in the Decision Buttons portion of the Workflows section. By default, after selecting the Label Key the Key is populated with the same information. If you wish to present it differently to the user, change the Key value here. 

  • Key - Text in the button presented to the user (selecting the Label key will populate this field).
  • Label key - List of available Decision Buttons.
  • Redirect to url - Optional setting to redirect the browser window after a task has been completed to the specified URL.
  • Redirect to same window - If the 'Redirect to url' is configured, it will redirect the browser in the same window otherwise it will open a new window.
  • Logout on click - Will immediately log out the user after the decision button has been selected.
  • Expire and logout on click - Will immediately log out the user and also expire the task they were working on.
  • Colour - This is the color of the button.
  • Notify answer - This will notify others of the decision that was made.
  • Commit actions immediately - This will notify others of the decision.
  • Send PDF report to inviter - A PDF report will be emailed back to the person who sent the invitation.
  • Require e-Signature(21CFR... - This adds the requirement of an e-Signature to that Task.
  • Time tracking enabled - This adds the time tracking feature to the Task.

Once the Button has been added, the preview will update and show how it will appear to the user when received. You can also select the button in the listing to make any alterations desired. 

Expiration date: while duration (time to complete a task) is typically set in the workflow within Step Settings, it can also be set within the task.

Task Settings Expiration Date-1

  • Date - Enter the specific amount of days and/or hours for the task.
  • Never - The task will not expire.
  • Expires on open - As soon as the task is opened, it will expire so that it cannot be opened again.

Note: Dates defined within the Task configuration do not directly impact a workflow step, it just defines the default deadline. The duration should be defined in the Workflow setup.

Reminder: set predefined reminders to Users based on days before and after the task deadline. To assign a Reminder, select it from the Available reminders and click Right Arrow to move it to Assigned Reminders. To configure Reminders, see Policies - Setup.

Task Settings Reminder

The Review settings tab contains additional configuration tabs to determine which options are available during a Review.  This section will just cover the basic setup of the Task review settings, more detailed information can be found in Tasks & Decision Buttons - Advanced Configuration.

Review settings → View:  the View access and Options are defined.

Task Review Settings View

View Access

  • Standard view - Views a single proof.
  • Production view - Enables the Flat plan view.
  • Comparison view - Allows the user to compare multiple proofs.
  • Book - (Deprecated feature).
  • Used view on opening - Defines which view (Standard, Production, or Comparison) will be used after opening the Task.

Options

  • See group's notes - Ability to see all Notes added to a Proof.
  • Expose external guest identity - Ability to see the external Guest's name and email otherwise the information of the User who invited the Guest will be shown.
  • Version display - Ability to see the different versions of a Proof.
  • LR PDF download - Ability to download a Low Res PDF of the Proof.
  • User Color - Defines a specific color for User annotations.

Review settings → User rights:  define the default rights Users will be given when accessing this task. Keep in mind these rights are limited by the original Task settings established at the creation of the Task (Collaborate, Upload, or Download).

Task Review Settings User Rights

Activating the “Send Task” permission(s) within a task enables the sub-task feature for that task. To allow sending of sub-tasks to Aproove users, check “Send Task”. To allow sending of sub-tasks to guests (not Aproove registered users), check “Send Task to everyone (external)”.

Send Task Setting

The definition for each of these rights can be found in Permissions Model - Rights Matrix.

Tasks & Decision Buttons - Advanced Setup

This section of the Admin guide covers the advanced setup of decision buttons and Tasks, which are required steps before you are able to create a Proof Routing Flow (PRF) or workflow.

Decision Buttons

A decision button will determine how the Task is completed and possibly what branch of the workflow a Proof will route.  They need to exist or be created before the Task setup can be completed.

Modifying an existing decision button

On the Decision button tabs is a list of current Decision buttons that have been created within Aproove. 

Workflows - Decision Buttons

To update an existing button, select it from the list to bring up the details window. Edit the Key or the localized language labels, then click "Save."

Workflows - Decision Button Edit

Adding a new decision button

To add a new decision button, click "New answer button". Input a unique Key name and localized language labels. When completed, click "Add" to save the button. 

Workflows - Decision Button New-1

Tasks

Tasks determine what you are requiring Users to do at each step of the workflow.  In the Admin tool, Task configurations are found under the Workflows icon in the Tasks tab.

Creating a new Task

To create a new task, click "New Task". 

Workflows - New Task

The first settings that can be configured for a new Task are shown below.

Workflows - New Task2

  • Name - This field is the logical name for the Task; it will be seen when you are using a Task within a specific workflow step.
    • Note: It is recommended that you use unique names for Tasks so it is easier to trace where a Proof is in a workflow. 
  • Description - This is an optional field that can be used to add further description to a Task.
  • Comment Enabled - If enabled, the users assigned to the Task will have the ability to comment on Notes that have been added to Proofs.
  • Allow Notifications Sending - Used by the workflow engine to ??? 
    • It is recommended that this setting is always enabled.
  • Context
    • Collaborate - ???
    • Upload - enable this setting if a user will be uploading a file within this task
    • Download - enable this setting for a user to download files within this task
  • Order - ???

After you have the settings, click Add to save it to the list of available tasks. 

Modifying an existing Task

To modify an existing Task (or a newly created one), start by selecting it from the list.  You will be presented with additional features and settings that can be defined. The first tab shown is the Features for the Task.

Task Settings Features-1

  • Welcome popup - Displays a pop-up message when launching the Task from a Task notification or through the Dashboard interface.
  • Review - Enables the Proofing Viewer for a Task.
  • Upload - Enables the ability to upload files.
    • Prevent decision to be made until a file is uploaded - If enabled, the Task can not be completed until a file has been uploaded.
    • One Flow Wizard proof upload task default - ???
    • Honor naming convention on Upload to proof folder - ???
    • Destination - Determines the location where files are uploaded to. 
      • Project Folder - Location for Proofs that are routed through the workflow.
      • Public - Location for support files that is accessible to all members of a Project.
      • Private - Location for support files that are only available to the person uploading the file.
    • File type restriction - choose the file type(s) you wish to allow to be uploaded through this task. Once selected click + to add. More than one file type can be added.
      File Type Restriction
    • File matching (Javascript) - once checked, a regular expression must be input into the text area below. Any file uploaded must adhere to this regular expression and will be rejected if it does not match.
    • File renaming - rename the file uploaded through the task. Internal System Tags and metadata keys can be invoked into the name.
      • Internal System Tags
        • Dropped file name - xxx
        • Dropped file name without extension - xxx
        • Dropped file name extension only (e.g. pdf) - xxx
        • Task data - xxx
    • Download - Enables files to be downloaded as part of the Task.
    • Metadata form - Enables a metadata Form to be displayed as part of the Task.
    • Integration - ???
    • Chat room - enables the Task Chat feature for the task 
    • File room - enables Files to be uploaded to the Task Chat feature for the task. A "Files" section is added to the Task Chat interface.

Short text: contains the Header information for the message a user sees when the task is sent to them.

Task Settings Short Text-2

To define the text, simply click into the open language field and enter the information you would like displayed as the short text.  To auto-fill the other localized languages with the same text that was input, hit the tab key on the keyboard.  If you have the need to define another language, edit the language field of choice so that the user with a specific language will see the short text in their language. 

This text can be previewed once it is saved by selecting which language you would like displayed in the preview. 

Long text: used to provide the Users assigned a task with a full description of what should be accomplished within the Task they are being assigned.  In the Long text, it is best to think about what information a User may need to know about the Task and any other descriptions that clarify the Task.

Task Settings Long Text-2

To define the long text there are a few items that can be used to provide additional information to users by way of system tags or Metadata Keys. These items are used to look up the information from within the Aproove database to automatically add it to the long text. To use an item from the Tag drop-down list, select the item (e.g Recipient first name) and click "Add".  When this task is sent to a User, their first name will be visible to them in the Long text.

The example Long text in the screencap above uses the "Recipient First Name", "Proof Name", and "Deadline". These fields will populate when the task is sent out with the information requested so it will look something like this when received (highlighted in bold for clarity):


Hello Chris,

Please review the following proof 01_0423_AD-123.pdf and annotate if necessary.

Please complete this task by 04-27-2023 06:00 PM (EDT).

 

Below is a list of the available Tags:

  • Sender Login - Userid of the sender
  • Sender Lastname - Last name of the sender
  • Sender Firstname - First name of the sender
  • Sender email - Email address of the sender
  • Recipient Login - Userid of the recipient
  • Recipient Lastname - Last name of the recipient
  • Recipient Firstname - First name of the recipient
  • Recipient email - Email address of the recipient
  • Project name - Project name
  • Project version - Version # for the Project
  • Project status - Current Project status
  • Project Company - Project Company of the creator 
  • Project folder in - folder which contains the original files
  • Project folder out - ???
  • Start Date - Task start date
  • Deadline - Task deadline
  • Proof number - Proof number
  • Proof status - Current Proof status
  • Proof name - Name of Proof
  • Date - the current date
  • Link - the URL to open the task - test 
  • Task short text - Short text configured for the Task
  • Task long text - Long text configured for the Task
  • Answer button text - Text for the answer button
  • Answer text - ??? 
  • Answer email text - ??? 
  • Previous step name - Name of previous step in the workflow
  • Step name - Name of current step in the workflow
  • File name - List of all files in project
  • Node Path - full path of where the project sits in the project tree
  • Parent Folder - the folder in which the project resides in the project tree
  • Grand Parent Folder - the parent folder of the project folder
  • Task expire date - Expiration date for the Task
  • File list - All project proof names
  • File list download link - URL to download all files in project
    • Note: the task context must be set to "Download"

The list of Metadata keys is a list of your specific system's defined Metadata keys. When choosing these, they automatically are added to the message and they will reference information from the key to be placed within the long text.

Email subject: a custom email subject line can be added which users will see when receiving an email notification for this task. 

Task Settings Email subject

As with the Short text tab, system tags and Metadata keys can be invoked. There is an added option to also use Tags to add information from the Project. This is done by selecting the Tag desired from the dropdown and then clicking the add button. The list of tags is reduced list but similar to the previous Long text Tags.
 
The list of available Tags available are:

  • Project Name - Name of the Project
  • Node Path - ???
  • Parent Folder - ???
  • Grand Parent Folder - ???
  • Task Expire Date - Date the Task expires
  • File List - ???

Decisions: define how your Decision buttons will function within the task. Creating the Decision buttons is covered in greater detail in Tasks & Decision Buttons - Advanced Configuration.

Task Settings Decisions-1

Once you are in the Decision tab, click "New button" to add a decision button to the Task.  This will bring up the following window.

Task Settings Decisions2

Here you can now select the Label Key (Decision Button) that was created in the Decision Buttons portion of the Workflows section. By default, after selecting the Label Key the Key is populated with the same information. If you wish to present it differently to the user, change the Key value here. 

  • Key - Text in the button presented to the user (selecting the Label key will populate this field).
  • Label key - List of available Decision Buttons.
  • Redirect to url - Optional setting to redirect the browser window after a task has been completed to the specified URL.
  • Redirect to same window - If the 'Redirect to url' is configured, it will redirect the browser in the same window otherwise it will open a new window.
  • Logout on click - Will immediately log out the user after the decision button has been selected.
  • Expire and logout on click - Will immediately log out the user and also expire the task they were working on.
  • Colour - This is the color of the button.
  • Notify answer - This will notify others of the decision that was made.
  • Commit actions immediately - This will notify others of the decision.
  • Send PDF report to inviter - A PDF report will be emailed back to the person who sent the invitation.
  • Require e-Signature(21CFR... - This adds the requirement of an e-Signature to that Task.
  • Time tracking enabled - This adds the time tracking feature to the Task.

Once the Button has been added, the preview will update and show how it will appear to the user when received. You can also select the button in the listing to make any alterations desired. 

Expiration date: this setting applies to ad hoc tasks only.

Note: System-generated tasks will ignore this task setting since they use the Duration workflow setting to set the task deadline.

Task Settings Expiration Date-1

  • Date - Enter the specific amount of days and/or hours for the task.
  • Never - The task will not expire.
  • Expires on open - As soon as the task is opened, it will expire so that it cannot be opened again.

Note: Dates defined within the Task configuration do not directly impact a workflow step, it just defines the default deadline. The duration should be defined in the Workflow setup.

Reminder: set predefined reminders to Users based on days before and after the task deadline. To assign a Reminder, select it from the Available reminders and click Right Arrow to move it to Assigned Reminders. To configure Reminders, see Policies - Setup.

Task Settings Reminder

The Review settings tab contains additional configuration tabs to determine which options are available during a Review.  This section will just cover the basic setup of the Task review settings, more detailed information can be found in Tasks & Decision Buttons - Advanced Configuration.

Review settings → View:  the View access and Options are defined.

Task Review Settings View

View Access

  • Standard view - Views a single proof.
  • Production view - Enables the Flat plan view.
  • Comparison view - Allows the user to compare multiple proofs.
  • Book - (Deprecated feature).
  • Used view on opening - Defines which view (Standard, Production, or Comparison) will be used after opening the Task.

Options

  • See group's notes - Ability to see all Notes added to a Proof.
  • Expose external guest identity - Ability to see the external Guest's name and email otherwise the information of the User who invited the Guest will be shown.
  • Version display - Ability to see the different versions of a Proof.
  • LR PDF download - Ability to download a Low Res PDF of the Proof.
  • User Color - Defines a specific color for User annotations.

Review settings → User rights:  define the default rights Users will be given when accessing this task. Keep in mind these rights are limited by the original Task settings established at the creation of the Task (Collaborate, Upload, or Download).

Task Review Settings User Rights

The definition for each of these rights can be found in Permissions Model - Rights Matrix.

Review settings → Proof access:  previously defined Proof policies can be assigned in this section by selecting it from the Available Proof policies and clicking Right Arrow to move it to Assigned Proof policies. To configure Proof policies, see Policies - Setup.

Task Review Settings Proof Access-3

Review settings → Layer access:  previously defined Layer access policies can be assigned in this section by selecting it from the Available layer policies and clicking Right Arrow to move it to Assigned layer policies. To configure layer policies, see Policies - Setup.

Task Review Settings Layer Access

Review settings → Tag access → Tags:  determines what Tags will be available to Users when Notes are applied to a Proof.  To assign a Tag, select it from the Available Tags and click Right Arrow to move it to Assigned Tags. Order the Tags as you would like them to appear within a Note in the User Interface Dashboard. To configure Tags, see Tags → Note Tags.

Task Review Settings Tag Access

Review settings → Tag access → Default tags:  determines what Default Tags will be automatically applied when a User applies a Note to a Proof through this task.  To assign a Default Tag, select it from the Available Tags and click Right Arrow to move it to Assigned Tags. To configure Default Tags, see Tags → Note Tags.

Task Review Settings Tag Access Default

Upload file matching error message:  If the Task option of 'Honor naming convention on Upload to proof folder' is set, you can configure the Upload file matching error message. This setting can also be localized for the languages configured for your system. To do so just select the language from the pulldown list.

Task Review Settings Upload file matching error message

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