Process Status
Process Status section was built to help you track the progress and oversee the site team activity if something is delayed or goes wrong. This section contains the following information:
- Process. The id of the process and the name of the TaskStream where this process has been initially started. ID contains 2 first letters of the Taskstream name and numbers.
- Stage. The name of the form’s current task and assignee information (group/user name).
- Task Status. The status of the current tasks from the process (in case there are parallel tasks, few statuses will be displayed at the same time):
- ToDo. The task was assigned to a group and is not in progress;
- In Progress. The task was taken by any of the users from the group;
- Finished. All tasks from the Taskstream were finished;
- Failed. One of the service tasks has failed (upload to folder/send by email);
- Overdue. The Due time has expired.
- Last Action. The latest time when there was any action with the chosen task.
- Duration. A timeframe between the beginning of the process and the current time, or until the finished status of the whole process.
Searching in the Process Status
Fluix Process Status is powered by the Smart Search functionality that allows you to filter your Taskstreams based on either assignee name, task status, condition, or Taskstream name.
- Assignee filters the processes by the particular user or group who is assigned to perform the task. The list of users and groups can be selected in the dropdown menu.
- Task status filters the processes by To Do, In Progress, Finished, Failed, and Deleted statuses.
- Condition filter will sort the processes to show those which are Overdue so that you can reach out to the user/group and follow up about the progress of the task.
- Taskstream name filter can be used in case you would like to check all the processes for the respective Taskstream. You may fill out either the full Taskstream name to sort the processes or the abbreviation of the Taskstream.
Upon selecting any of the Taskstreams from the list the Delete action will appear on the action bar.
Process Status Details
To check the details of the respective process, e.g. see the task’s history, track how much time taken by the group to complete the task, download the forms that were submitted within the task, troubleshoot or take actions if needed, select the process that you would like to check and click Show details button.
Process Details block on the left side of the screen by default shows the information from the beginning of the flow and the current status of this process. On the right side, you will see the overview of the whole Taskstream setup. In case you need to make any changes to the Taskstream, click Edit Initial Taskstream to open the Taskstream builder in the edit mode.
To check the history of the respective task, click on the blue arrow next to the task name.
In the Details section, Fluix will mirror the Task Description from the Taskstream builder for you to have a complete overview of what the user who initiated the start of this process needed to do in this task.
Task History section will show the email of the performer the task. Forms in the Stage section stores the version of the form that was submitted by the user. In case you need to check the changes the user did in the form, click the Download icon as shown below.
Let’s check what the Details of the processes look like in the example of the two flows: successfully submitted and failed process.
Success flow:
The user finished working on the respective task, hence it was successfully submitted to the path preconfigured in the submit action Upload to storage. Cloud storage will show the storage where the completed form will be stored: Fluix Storage or Third-party storage. Path section will show the directory where the submitted form will be stored. In the Attached forms section, you may download the form by clicking on the download icon.
Failed flow:
The user submitted the task to the preconfigured submit action Send by email, however, due to various reasons (e.g., typo in the email address, not existing email address, etc.), the process to which the task relates failed to be submitted.
The submit action where the issue occurred will be highlighted in red. Click on the arrow next to the submit action to check the details.
There you may check the email addresses to which the documents should have been submitted, therefore, you may check if the user who submitted the task might have mistyped the respective email address.
In case you experience issues understanding why the process failed, contact us at support@fluix.io to learn more about the occurred issue.
Reassigning Tasks
You may reassign the tasks in To Do or In Progress back to the group that performs this task or to the individual from this group. This is usually done in cases when the task assigned to a particular user got stuck because this user is out of the office or sick or just cannot proceed with the task submission due to other reasons.
When reassigning a User task, the task will be assigned to another performer of the task (user or group). In this case, the task will be withdrawn from the current assignee and transferred to another one with changes made by the current one saved. The new assignee will receive the task in To Do section.
When reassigning a Guest task, you will be asked to send a link to access the task via email or SMS to the new guest.
Fluix Process Status is powered by the Smart Search functionality that allows you to filter your Taskstreams based on either assignee name, status, condition, or Taskstream name.
Upon selecting any of the Taskstreams from the list the Delete action will appear on the action bar.
In case of any questions feel free to contact us at support@fluix.io
