Do workflow task
Application task
If a data entry workflow task is assigned to you, you can do the task.
The purpose of a data entry workflow task can be:
- Data entry
- Approval
- Possible duplicates evaluation
Data entry
You can use a data entry workflow task for several purposes. This table explains the purposes:
| Purpose | Description |
|---|---|
| Enter data |
Fill in a set of fields as defined for the related step in the data entry workflow template. If a grid is shown, you can enter several records. |
| Review data | Review or reconsider a filled in value for which an approver did a change request. |
| Complete task | Complete the data entry workflow task. Based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment. |
Approval
You can use an approval step for several purposes. Depending on the step setup in the related data entry workflow template, you can have these options:
| Option | Description |
|---|---|
| Approve |
The approver can approve by field or approve all fields at once. If a grid is shown, you only can approve by grid record.
|
| Change request |
The approver can approve or request a change by field. For each change request, the approver can enter a comment to explain the requested data change for the field. If for a field a change is requested, the Change request button becomes available. If the approver clicks the Change request button, the workflow task (step) where the field was initially filled in is reactivated with the applicable assignment. |
| Delegate | The approver can assign the approval task to another user. |
| Reject | The approver can reject all fields at once. As a result, the data entry workflow is canceled. So, no next workflow task is created. |
Possible duplicates evaluation
During data entry workflow execution, for a fuzzy duplicate check step, the fuzzy duplicate check is done automatically. As a result of the fuzzy duplicate check, it can be that:
- No possible duplicates are found. In this case, when the fuzzy duplicate check is finished, the data entry workflow is continued automatically.
- Possible duplicates are found. In this case, the assigned user gets a task to compare the entered data with the found possible duplicates. Based on the fuzzy duplicate check setup, each of the found possible duplicates gets a score. This score indicates to what extent the entered data is a duplicate.
Depending on the fuzzy duplicate check step setup, when possible duplicates are found, you can have these options:
| Option | Description |
|---|---|
| Approve |
You can approve that the newly entered data is not a duplicate. When you click Approve, the data entry workflow is continued. |
| Delegate |
You can assign the possible duplicates evaluation task to another user. |
| Reject | You can reject the newly entered data because it is a duplicate. When you click Reject, the data entry workflow is canceled. |
Standard procedure
| 1. | Click Data entry workflow management. |
| 2. | Click the Open tasks assigned to me tab. |
| 3. | Sub-task: Do data entry task. |
| 3.1 | In the list, find and select the desired data entry task. |
| 3.2 | Click Open. |
| 3.3 | Fill in the fields and click Complete. |
| 4. | Sub-task: Do approval task. |
| 4.1 | In the list, find and select the desired approval task. |
| 4.2 | Click Open. |
| 4.3 | Review the data of the shown fields and choose the desired approval option. |
Notes
- Doing a workflow task, you can save the data that you entered. You can also save the field approval selections and related comments. If you save the workflow task, you have these options:
- Keep the task assigned to yourself. You can, for example, do so if you want to continue entering data at another moment.
- Unassign the task. You can do so if the data entry workflow step is assigned to other users as well or to a role or team. You can, for example, do so if you want others to continue entering data for the workflow task.
- If you complete or save a data entry workflow task, the entered data is stored in a staging table.
- Doing a data entry workflow, an earlier entered value of a field can be changed. If so, on a workflow task, the Field value history button
is shown next to the field. This button is shown only the next time you open the task or for the next task with the same field. If you click this button, a drop-down list is opened. It shows all previous values that were entered for the field.
- If you complete a data entry workflow task for which Transfer to target is enabled or if you do the last workflow task (usually an approval), the data is transferred from the staging table to the applicable target tables.
- For each workflow task, you can create attachments. You can use these attachments to provide additional information related to the created or edited record. To create or add an attachment, on the workflow task dialog, click Attachment.
| Related to | Notes |
|---|---|
|
Manage workflows |