abas Software AG

Workflow Task Overview provides each process participant a manageable overview that bundles information relevant for the individual user and prompts the user to complete pending work packages. The dashboard displays outstanding tasks for the specific user and offers them the option to start processing these tasks directly from the overview, after which, for example, the appropriate abas ERP screen will open automatically. In addition, a performance diagram displays the proportional distribution of tasks completed on time or too late by each user.

Workflow Task Overview is available at the path <tenant>.[<region>].<domain>/workflow/taskoverview/ (for Hybrid-Cloud installation) or at the path <hostname>/workflow/taskoverview/ (for On-Premises installation).

1. Task Overview Dashboard

1.1. Structure

The web application consists of the following components:

  • Menu bar

  • My open tasks

  • My group tasks

  • Task list

  • My Performance

  • My completed tasks

1.1.1. Display of all tasks

Areas Meaning

My open tasks

Display of all open tasks assigned to you (no group tasks). The same tasks of a workflow are displayed in the same color.

My group tasks

Display of all open group tasks (of groups of which you are a member). The same tasks of a workflow are displayed in the same color.

Task list

Display of all open tasks. Here, you can process the individual tasks, have a look at Workflow Viewer and open attached links, if available.

My Performance

Display of all completed tasks. All tasks which were completed on time are marked in green. All tasks which were completed after their due date are marked in red.

My completed tasks

My completed tasks Display of all completed tasks. Click the Share button to open Workflow Viewer. All tasks which were completed on time are marked in green. All tasks which were completed after their due date are marked in red. Workflow Viewer. All tasks which were completed on time are marked in green. All tasks which were completed after their due date are marked in red.

Actions Meaning

userdashboard button start wf

Start workflow

All clients

Switch between the clients. Only the open tasks existing for this specific client are displayed.

Native UI/ Web Client/ EKS

Select the interface which is opened when you perform a task. Windows registration for using the native UI. Windows registration for using the native UI

userdashboard button docu

Open documentation

userdashboard button info

Display version number

userdashboard button usersettings

Open user settings (available from version 1.1.0)

userdashboard button sign out

Log out

1.1.3. Windows registration for using the native UI

For the screen to open from your local installation, configure the abasurl in the Windows registry (Registry Editor).

Proceed as follows:

  1. Create a Windows registry file with the suffix .reg (z.B. abasurl.reg)

  2. Enter the following content in the file and change the path to the location of your rungui.exe in the last line

    REGEDIT4

    [HKEY_CLASSES_ROOT\abasurl]
    @="URL:abasurl Protocol"
    "URL Protocol"=""

    [HKEY_CLASSES_ROOT\abasurl\shell]

    [HKEY_CLASSES_ROOT\abasurl\shell\open]

    [HKEY_CLASSES_ROOT\abasurl\shell\open\command]
    @="\"<Path to the file with 2 backslashes in between>\\rungui.exe\" \"%1\""
    ; e.g. @="\"D:\\Users\\demo\\gui\\rungui.exe\" \"%1\""
  1. Double click to execute the file.

  2. Then check the value of the HKEY_CLASSES_ROOT\abasurl\shell\open\command in the Windows registry.

1.2. Starting a workflow

You can start a workflow instance in two ways:

  • You can click the + button in the menu bar, select a workflow and start it.

  • The workflow should be started automatically, e.g. because a quotation with a net total greater than €10,000 has been created.
    For this, you must create a trigger in Administration Overview.

1.3. Editing tasks

Every task has different icons, texts and actions.

Icon Meaning

50

Type of task

Text in bold on top

Description of task

Non-bold text on top

Name of workflow

Non-bold text at bottom

Further information (optional)

55

Task assignment

30

Documents and links

35

Opens Workflow Viewer

35

Copies the link of Workflow Viewer to the clipboard

Start date

Date on which the task was created

Due date

Date by which the task is to be completed

Priority

Priority of task

Client

Client in which the task is to be processed

Action buttons

Perform, Complete, Claim, Unclaim

1.3.1. Types of tasks

There are three different types of tasks, which are processed in different ways. The types of tasks are defined in Workflow Designer.

1.3.1.1. abas standard task

In the case of an abas Standard Task, you must perform the action defined in the task description. Then you must click the Complete button to indicate that you have completed the task.

1.3.1.2. Dynamic form

In the case of a Dynamic Form, you must click the Perform button first. A form opens which you must fill in. After you have filled in all mandatory fields (marked with ), you must click the *Submit button to complete the task.

1.3.1.3. abas ERP Workflow

In the case of an abas ERP task, you must click the Perform button first. An abas ERP screen opens automatically. After you have filled in and saved the screen, the task is completed automatically.

The Complete button must be clicked when the screen has been filled in completely and saved. It is defined in Workflow Designer. This function allows you to reopen, edit and save the already saved screen using the Perform button in order to enter further data, if required.
You can define in the Menu bar if the ERP screen is to be opened in the Native UI or the Web Client.

1.3.2. Task assignment

A task is either assigned to an individual person or a group of persons. This is indicated by the icons 40 and can also be seen from the Action buttons. The Claim and Unclaim buttons are only available for group tasks.

If the task is assigned to an individual person, this person can perform the task and/or complete it.

If the task is assigned to a group of persons, every person can perform the task. For the task to be processed, the Claim button must be clicked. If the task cannot be performed by this person, any person can click the Unclaim button and assign the task to the group. Then every person can assign the task to them again.

A task can contain documents and/or links. This is indicated by the visibility of the 20 icon. After clicking this icon, a pop-up opens in which you can open the attached links/documents.

2. Infosystem Processcenter

The Process center infosystem is only to be used in the hybrid variant if no internet connection is available. Otherwise, the Task Overview Dashboard is to be used.

2.1. Structure

The infosystem consists of the following components:

2.1.1. Start a new workflow

Use the Start a new workflow button to start a new workflow.

2.1.2. Table

Table header

  • Perform task
    Use this button to perform the task which is selected in the list.

  • Show workflow diagram
    Use this button to open Workflow Viewer. However, you must set this function first (Instructions).

Task list
This area displays a list of all open tasks. All open tasks which are assigned to you as well as all group tasks are listed. You can process the individual tasks here.

2.2. Starting a workflow

You can start a workflow instance in two ways:

  • You can click the Start a new workflow button in the header, select a workflow and start it.

  • The workflow should be started automatically, e.g. because a quotation with a net total greater than €10,000 has been created. For this, you must create a trigger in Administration Overview.

2.3. Editing tasks

2.3.1. Types of tasks

There are three different types of tasks, which are processed in different ways. The types of tasks are defined in Workflow Designer.

Dynamic Forms cannot be displayed!
2.3.1.1. abas standard task

In the case of an abas Standard Task, you must perform the action defined in the task description. Then you must click the Complete button to indicate that you have completed the task.

2.3.1.2. abas ERP Workflow

In the case of an abas ERP task, you must click the Perform button first. An abas ERP screen opens automatically. After you have filled in and saved the screen, the task is completed automatically.

The Complete button must be clicked when the screen has been filled in completely and saved. It is defined in Workflow Workflow Designer. This function allows you to reopen, edit and save the already saved screen using the Perform button in order to enter further data, if required.
You can define in the [Menüleiste] if the ERP screen is to be opened in the Native UI or the Web Client.

2.3.2. Task assignment

A task is either assigned to an individual person or a group of persons. You can see the difference in the table columns Assignee, Candidate users, Candidate groups. If the Candidate users and Candidate groups fields display persons, the task is a group task.

If the task is assigned to an individual person, this person can perform the task and/or complete it.

If the task is assigned to a group of persons, every person can perform the task. For the task to be processed, the Claim button must be clicked. If the task cannot be performed by this person, any person can click the Unclaim button and assign the task to the group. Then every person can assign the task to them again.