Monitoring workflow tasks (IBM Knowledge Catalog)

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.

Filtering tasks

In the Task status view, the task list can be narrowed down with the following filters:

• Due date - Overdue, At risk, Normal
• Ownership - Claimed, Unclaimed
• Task type - The available task types are determined by the workflow configuration. Each workflow type can have different task types configured. This filter lists all task types for every configured workflow.
• Workflow type
• 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.

Batch actions in task inbox

If you are an assignee, you can process compatible tasks in bulk from your task inbox. The following requirements must be met on the tasks:

• They use the same version of the same template. Note that template versions might change with any upgrade of Cloud Pak for Data.
• They use the same task within the same template.
• They require the same action.

Note that you can only select from the tasks that are listed on the current page, batch select doesn't work across pagination. Up to 50 tasks can be selected in one batch.

after selecting the first task, a 'Select batch' checkbox is displayed on the top of the task list. All tasks on the page that is the same kind as the selected task are selectable. Those not of the same kind is greyed out and you cannot select them. You can click on the 'Select batch' checkbox to bulk select all tasks of the same kind, you can also select them one by one using the task checkbox.

To process multiple tasks at once:

1. Go to the Assigned to you tab in your task inbox, and click the checkboxes for the tasks that you want to process.

   If the list of available tasks is long, you can use the filter to only show similar tasks, for example, select a request type or a task type.

   When you select the first task, a Select batch checkbox is displayed on the top of the task list. All remaining tasks on the page that are compatible are selectable. The remaining ones are greyed out. You can click Select batch to bulk select all compatible tasks, or select them one by one using the task checkbox.

   The selected tasks are listed in the main panel.

2. Click one of the available actions in the main panel to process the selected tasks.

Learn more

• Workflows for governance artifacts

Parent topic: Managing IBM Knowledge Catalog