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Monitoring workflow tasks (IBM Knowledge Catalog)

Monitoring workflow tasks (IBM Knowledge Catalog)

Workflows are only effective if people complete the tasks that are assigned to them. You can use the Task status view to ensure that tasks are completed in a timely manner.

Required permissions

To monitor workflow tasks, you must have the Manage workflows permission.

Monitoring task status

To view the task status statistics:

  1. Log in to the Cloud Pak for Data web client.
  2. From the navigation menu, select Administration > Workflows.
  3. Click Task status.

The Task status page shows a list of all active workflow tasks and a graphical overview by task status. Overdue tasks and tasks at risk (due in the next 2 days) are highlighted.

The task list can be filtered by the task ownership status (claimed, unclaimed), urgency status (overdue, at risk, normal), workflow type, and assignee. Click any task title to open the task details view, similar to the view in the task inbox.

Managing task ownership

When a task is created, owners are assigned and the task shows up in their inbox. Each assignee can claim a task. When the task is claimed, it disappears from the task inbox of the remaining assignees. The owner can now work on the task.

If the task is claimed but the owner is not available to work on it, you can return the task to unclaimed. Other assignees can then see it in their task inbox:

  1. Log in to the Cloud Pak for Data web client.
  2. From the navigation menu, select Administration > Workflows.
  3. Click Task status.
  4. From the table, select the claimed tasks that you want to set to unclaimed. You can use the filter to narrow down the results.
  5. Click Set to unclaimed at the top.

If the task is blocked because the assignee is not available, you can also filter out the tasks with a specific assignee in the Task status page and add more assignees to them.

  1. Click the filter icon.
  2. In the Assignee section, click Select assignee and find the required user.
  3. Click apply filter.
  4. Select the tasks from the table and click Add assignees. The new assignees are added in addition to the existing assignees. Users are notified and the unclaimed task shows up in their inbox immediately. However, if the task was already claimed by a user, it will not be visible to other users until it's unclaimed.

It might happen that the user group or category role configured for the workflow has no members, and the task is not assigned to any users and can't be processed. You can use the filter in the Task status page to select only the tasks that have no assignee and then add new assignees to such tasks.

Learn more

Parent topic: Managing IBM Knowledge Catalog

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