Enabling filtering

Any user for whom filtering is to be used must have filtering enabled at the user level. This means the Is Filter Enabled check box must be checked in the user profile.

All tasks with which you want to use filtering must also have filtering used for the task. If you do not enable filtering for a task, the task will not be filtered from any users, even if the user profile is enabled for filtering.

If the task or user has assigned a proxy, the filter also applies to that proxy, but only at the time that the work is routed. If the task or user does not pass the filter check at the exact time the work is routed, then the work item is not routed to the proxy.

Let us look to Jerry, Mary, Harry again for some examples.

Example 1: filtering used correctly at the user and task level

Jerry has been interviewing candidates for an open accountant position on his team. He has made his choice which must now be routed through the appropriate channels. A work item to gather the approvals will execute and will be routed to the Department Head Task with filtering enabled for "Accounting" and "HR."

The table below shows what happens when the process executes.

Work item routed to Results Reason
Jerry Received work item as intended. He is assigned to the Accounting Filter
Mary Received work item as intended. She is assigned to the HR Filter
Harry Did not receive the work item as intended. He is not assigned to either the Accounting or HR Filter

Example 2: filtering used incorrectly at the user level

In this example Jerry is again interviewing candidates. The work item to gather final approvals for his choice is the same as in Example 1 (work items routed to the Department Head Task with filtering enabled for "Accounting" and "HR"). The difference in this case is that when the IPA system administrator created Harry as IPA user, his profile was not enabled for filtering.

Work item routed to Results Reason
Jerry Received the work item as intended. He is assigned to the Accounting Filter
Mary Received the work item as intended. She is assigned to the HR Filter
Harry Received the work item even though he was not intended to. Because his user profile does not include filtering, all Tasks that are assigned to his profile are circulated to him whether or not the task itself includes filtering.

Example 3: filtering used incorrectly at the task level

In this example Jerry is still ready to hire his preferred candidate. The work item to gather final approvals for his choice is again the same as in Example 1 (work items routed to the Department Head Task with filtering enabled for "Accounting" and "HR"). This time the difference is that when the IPA administrator created the task ApproveHire, she did not enable it for filtering even though all three of our users have been enabled for filtering.

Work item routed to Results Reason
Jerry Received work item as intended. No filtering. In this case, it is not a problem because Jerry should sign off on this particular work item.
Mary Received the work item as intended. Mary, too, should see the work item so this is also not a problem.
Harry Received the work item even though he was not intended to. Because a filter was omitted from the task, Harry received an inappropriate work item.