The
action lets you check your workflow queue for tasks that have been assigned to you. When a task is in your queue, you need to perform one of the following actions:Claim the task so you begin working on it
Reassign the task to another user
NOTE:You must have the appropriate authority to reassign tasks. To reassign a task, you must be a Provisioning Application Administrator or a Team Manager who has been given this permission in the team rights definition.
When you’ve claimed a task to work on, you have the ability to take an action that forwards the workitem to the next activity within the workflow. The actions you can perform on a claimed task are described below:
Table 10-1 Forward Actions
To see the tasks that have been assigned to you:
Click
in the group of actions.The list of tasks in your queue is displayed.
The
column in the task list includes an icon that indicates whether the task is currently assigned to a user, group, delegate, or to multiple approvers. The type applies in the following situations:The task has been assigned to a group of addressees, but only one addressee can claim and approve the task. After this approval is given, task execution is considered complete.
The task has been assigned to multiple addressees, and all of them must claim and approve the task before the activity can be considered complete.
The task has been assigned to multiple addressees, and a quorum of users must claim and approve the task before the activity can be considered complete. The definition of a quorum is configured by the administrator. To define the quorum, the administrator specifies an approval condition that specifies the precise number of approvals or the percentage of approvals needed.
The workflow system performs short circuit evaluation to optimize quorums. Whenever a quorum approval condition reaches the point where a quorum is not possible, the activity is denied and the task is removed from the queues of all addressees.
The
column shows a flag for the high priority tasks. You can sort the list of tasks by priority by clicking the column.To select a task in the queue list:
Click the name of the task in the queue.
The Task Detail form is displayed.
When a task is assigned to multiple approvers, the Task Detail form displays the
icon next to the field, and displays text below the icon to indicate that multiple approvals are necessary.To display more information about a task assigned to multiple approvers, click the text under the
icon:A pop-up window displays to indicate how many approvals are required, who the current addressees are, and what the approval status currently is.
The requirements for the task depend on how the task was configured by your administrator:
If the approval type is group, the task has been assigned to several users within a group, but only one is expected to claim and approve the task.
If the approval type is multiple approvers, the task has been assigned to several addressees, and all of the addressees must claim and approve the task.
If the approval type is quorum, the task has been assigned to several addressees, and a quorum of addressees is sufficient to approve the task. The definition of a quorum is configured by the administrator. To define the quorum, the administrator specifies an approval condition that specifies the precise number of approvals or the percentage of approvals needed.
The workflow system performs short circuit evaluation to optimize quorums. Whenever a quorum approval condition reaches the point where a quorum is not possible, the activity is denied and the task is removed from the queues of all addressees.
To claim a task, follow the instructions under Section 10.2.3, Claiming a Task.
To view the comment history for the task, click
.A pop-up window lets you see user and system comments. The order in which comments appear is determined by the time stamp associated with each comment. Comments entered first are displayed first. For parallel approval flows, the order of activities being processed concurrently can be unpredictable.
To display user comments, click
.User comments include the following kinds of information:
The date and time when each comment was added.
The name of the activity to which each comment applies. The list of activities displayed includes user and provisioning activities that have been processed or are currently being processed.
The name of the user who made the comment. If the comment is generated by the workflow system, the name of the application (for example, IDMProv) is the user name. Comments generated by the workflow system are localized automatically.
The comment text, which includes the name of the user who is the current assignee for each activity.
The workflow designer can disable the generation of user comments for a workflow. For more information, see the Identity Manager User Application: Design Guide.
To display system comments, click
.System comments include the following kinds of information:
The date and time when each comment was added.
The name of the activity to which each comment applies. When you display system comments, all activities in the workflow are listed. The list of activities includes those that have been processed or are currently being processed.
The name of the user who made the comment. If the comment is generated by the workflow system, the name of the application (for example, IDMProv) is the user name. Comments generated by the workflow system are localized automatically.
The comment text, which indicates what action was taken for the activity.
System comments are intended primarily for debugging purposes. Most business users do not need to look at the system comments for a workflow.
To scroll through a long list of comments, click the arrows at the bottom of the screen. For example, to scroll to the next page, click the
arrow.Click
to close the window.To return to the task list, click
.To claim a task to work on:
Click
.The
section of the page is updated to include the and buttons, as well as any other action buttons included by the flow definition, and the appropriate fields become editable.If the resource you’ve requested requires a digital signature, the
icon appears in the upper right corner of the page.In addition, on Internet Explorer, a message appears indicating that you need to press the Spacebar or the Enter key to activate the digital signature applet.
If you’re working on a task that requires a digital signature, perform these steps:
If you’re using a smart card, insert the smart card into the smart card reader.
On Internet Explorer, press the Spacebar or the Enter key to activate the applet.
At this point, your browser might display a security warning message.
Click
to proceed.Fill in the fields in the approval form. The fields on the form vary depending on which resource you requested.
Click the check box next to the digital signature confirmation message to indicate that you are ready to sign.
The digital signature confirmation message varies depending on how the provisioning resource was configured by the administrator.
The applet then displays a pop-up window that allows you to select a certificate. The pop-up window lists certificates imported to the browser as well as certificates imported to the smart card (if one is currently connected).
Select the certificate you want to use and click
.If you select a certificate that has been imported into your browser, type the password for the certificate in the
field on the request form.If you select a certificate that has been imported to your smart card, type the PIN for your smart card and click
.You do not need to type the password for the certificate if you’re using a smart card, because the certificate password has already been transmitted to the card.
If your administrator has enabled the ability to preview the user agreement, the
button is enabled.Click
to see the user agreement.If the digital signature type is set to Form, a PDF document is displayed.
If the digital signature type is set to data, an XML document is displayed.
To deny the request, click
.To approve the request, click
.The user application displays a message indicating whether the action was successful.