Managing activities

To view alerts and tasks of all users, business process administrators and system administrators can use the Monitors & Workflows > Activities menu option. In this page, they can view all tasks, alerts, and notifications in the system. All other users can access only their personal task list.

On the Monitors & Workflows > Activities page you can perform these actions:

  • View all alerts/tasks/notifications in the system.
  • Search for an alert, task, or notification by its ID.
  • Redistribute any alert or task. You cannot redistribute a notification.
  • Generate a report for the activities from the search criteria.
  • Cancel one or all activities from the search criteria, with the exception of Tasks from Workflow.

System Administrators can use ION to open the Manage pages of the Activities module.

To manage alerts, tasks, and notifications:

  1. Open the Activities page. This page shows the Activities view with all the activities from the present day.
  2. Specify the search criteria for the activities to be displayed:
    Type
    The type of activity, such as Alert.
    From/To
    The date and time that the alert, notification, or task was generated. Specify a date from the calendar. Specify a time from the clock.
    Source
    The name of the monitor or workflow that generated the alert, notification, or task.
    Status
    The status of the alert, notification, or task. These are the possible statuses:
    • All

      List all statuses of the alert, task, or notification.

    • New

      The alert, task, or notification is created and distributed to users. No user has worked on the alert or task.

    • Assigned

      The alert or task was manually assigned to a user or to a role.

    • Unassigned

      The alert or task was manually unassigned.

    • Done

      A user completed the alert, task, or notification. The alert, task, or notification can no longer be changed.

    • Canceled

      A Task has status canceled if the workflow instance that generated this Task was canceled. An Alert and a Notification have status canceled if the system administrator manually canceled them.

    Assignee Person ID
    The user to which the alert or task is assigned. Use the search dialog box to find a user by the name. After selected, the IFS-ION Person ID of this user is saved and used in the search query. For information on user accounts, see the Infor Federation Services documentation.
  3. Click Search. A list of all alerts, tasks, and notifications that fulfill the search criteria is displayed.
    You can sort on each column of the list by clicking the column header. Sorting works on all results matching the specified search criteria. You cannot sort on Type and Source Type. Paging is now introduced, no limit of number of items that can be viewed. At the bottom of the page, the total number of found items for these search criteria is displayed.
    If an alert or task is escalated, a red icon is displayed next to the status label in the Status column. You cannot filter only the activities that are escalated.
  4. Select the event of interest.

    Several actions are available for the selected event:

    • Click Details to view the event details.
    • Monitor and Triggers can be shown for an alert created by Event Management.
    • The Workflow Instance can be shown for a task or notification created by Workflow.
    • You can click Cancel for alerts, notifications and tasks that are created by Process.PulseTask BOD.
  5. Click Details to drill down to view the details of the selected event.
    Depending on the activity type and depending on its source, generic information is shown.

    This table shows the generic information:

    Property Applies to Description
    Type Alert, Task, Notification The activity type: Alert, Task or Notification.
    Source Type Alert, Task, Notification The source type that generated this activity, such as a workflow for a task or a monitor for an alert.
    Source Alert, Task, Notification The identifier or the name of the source of this activity. For example, the name of a monitor that generated an alert.
    Context ID Task, Notification If the task or notification was generated by a workflow, this is the workflow instance ID.
    Sub Context ID Task, Notification If the task or notification was generated by a workflow, this is the ID of the workflow step.
    Status Alert, Task, Notification The activity status such as New, Assigned, Done, etc.
    Priority Task The task priority as it was configured when the task was created. The priority can be: High, Medium, Low.
    Escalated Alert, Task If the task or alert is escalated, this flag is ON.
    Assignee Alert, Task Contains the name of the user to whom this activity was assigned to.
    Creation Date Alert, Task, Notification The date and time when this activity was created, displayed in local time.
    Due Date Alert, Task If a due date was configured for this task or alert, it is displayed here as local time.
    Message Alert, Task, Notification The message default text as it was configured for the activity.
  6. On the Details tab, view the parameters and structures of the alert, task, or notification.
    The parameters can differ per alert, task, or notification. These parameters depend on the definition of the monitor or workflow that generated the alert, task, or notification. Structures are available for tasks and notifications. They can be configured in the workflow model. Both parameters and structures are shown with their name from the workflow definition, and not with the labels. The structure in a task or notification in Infor Ming.le and how the structure name is displayed here can be interpreted differently by the user..

    If custom drillbacks are generated for an alert, these are also visible in the Details tab. The values that are passed to the view parameters are shown.

    If a custom form view is used to show the details of a task, the drillback that is generated for the form is displayed.

  7. On the Notes tab, view the notes that are entered for the alert or task. Here you can also view propagated notes if they are included in a task or a notification created by Workflow.
    The tab shows this information:
    Date
    The date and time that the note was specified.
    User
    The user who specified the note.
    Note
    The text that was specified by the user. This text can be up to 4000 characters. If the text is not shown completely in the grid, click Zoom for each note to read the full popup text.
    Is Propagated
    If the tasks are generated by Workflow, the notes displayed are the ones added to this particular step. These notes are propagated from previous steps in this workflow. If the notifications are generated by Workflow with the option to include previous notes. The notes displayed are the ones that are propagated from the previous steps.
  8. Click the Distribution List tab and view the current distribution list.
    To re-distribute the alert or task to another distribution list:
    1. Click the expand button next to the Redistribute label. A new set of buttons is displayed.
    2. Edit the distribution list using Add and Remove.
    3. When the new distribution list is completed, click Apply.
      The alert or task is sent again to the users in the new distribution list. The alert or task keeps its assigned or unassigned status after it was redistributed, except when the current assignee is removed from the distribution list - in this case, it becomes unassigned. To discard changes and return to the initial distribution list, click Discard. This does not resend the alert or task to the users.
  9. Click the Distribution Users tab and view the list of users from the distribution list. The distribution list can contain a group name. The tab shows all users that belonged to that group at the moment the alert, task, or notification was sent.

    For details on users and groups, see the Infor Federation Services Administration Guide (ifsag).