Tasks Application

User Guide

v 0.9.0.96 (beta)

Datapolis

Table of contents Thank you for choosing Datapolis Process System ................................................................................. 2

1 Installation requirements ................................................................................................................ 2

2 What is Tasks Application? .............................................................................................................. 2

3 Installation ....................................................................................................................................... 3

4 Start working with Tasks Application .............................................................................................. 7

4.1 Deploying Tasks Application .................................................................................................... 9

4.2 Configuration Matrix ............................................................................................................. 11

4.3 Configuring Tasks Application ............................................................................................... 11

4.4 List and content types ........................................................................................................... 19

4.5 Using Tasks Application ......................................................................................................... 19

4.6 Parse collected data .............................................................................................................. 24

4.7 Application parameters ......................................................................................................... 24

4.7.1 Input parameters ........................................................................................................... 24

4.7.2 Output parameters ........................................................................................................ 25

5 Task modes .................................................................................................................................... 25

6 Task types ...................................................................................................................................... 27

7 Troubleshooting ............................................................................................................................ 27

8 Licensing ............................................................................................ Error! Bookmark not defined.

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Thank you for choosing Datapolis Process System We hope that you will find our product useful. If you have any comments or questions regarding

Datapolis Process System, Tasks Application or this guide, please feel free to contact us. Contact

details are included in Troubleshooting section of this document. We will gladly help you solve any

issues.

Please take time to read this guide. It will help you to install Datapolis Process System Tasks

Application on your system and deal with a number of the most common problems you might

encounter during the process.

Setup configures a fully functional solution. Tasks Application is a free of charge solution that extends

Datapolis Process System functionality with SharePoint tasks.

More about licensing can be found in the Licensing chapter.

If you encounter any problems while using our product, please refer to the instructions included in

Troubleshooting section.

1 Installation requirements SharePoint Server 2013 / SharePoint Foundation 2013

Datapolis Process System version 4.1.15.4022 or higher

2 What is Tasks Application? Tasks Application is an application designed in Datapolis Process System architecture to work with

that solution. It extends Datapolis Process System functionality with a support for SharePoint tasks. It

can be used inside Datapolis Process System workflows to create and assign SharePoint task to the

users.

Once the tasks are assigned, users can work with them in a SharePoint way. Once an assigned task is

completed, a workflow which requested it (via Tasks Application) will receive the proper information.

You can design your workflow to incorporate SharePoint tasks functionality and set it to behave

differently depending on the outcome and depending on the tasks outcome your workflow can

behave differently.

Tasks Application supports parallel and serial tasks. In Parallel task mode all tasks are assigned in the

same time to all selected users who work on tasks in the same time which is opposite to the serial

task mode where tasks are assigned one after another. Assigning task to the next user will only

happen if previous users have completed their tasks.

When configuring an application instance you can define conditions defining when you want your

application to finish. For example you may want define a document as approved if 3 out of 5

approvers approve it.

You can assign simple to-do tasks or you can define tasks for collecting data. In that way you can

force your users to answer some questions. Let us assume that you need to decide which wall paint

is the best for your users. You can define a collect data task where users will have to choose a color

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and explain their choice. Once 90% of all users will complete the task you will be pretty sure which

paint is the best. You can embed all this logic in Tasks Application and make your workflows know

about the outcome and perform differently based on that.

3 Installation To install Tasks Application you need to run the attached setup application on the web server

hosting your farm’s Central Administration application. Setup will deploy Tasks Application on all

front-end servers in a farm. You don’t have to launch the setup on every server in the farm.

Note: The user account used to install Tasks Application should have administrative privileges on

both server and SharePoint farm levels.

Note: Installation is divided into 2 parts. First you must extract installation files – Tasks Application

will be installed in your operating system. Later you must run the installer which will install Tasks

Application on your SharePoint farm.

1. Run the DPS Tasks Application.msi. This will launch the extraction wizard. Click Next on the

Welcome page.

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2. Select the folder where the setup files should be extracted. We advise you to keep those files

even after you complete the installation, for they are useful while fixing or removing Tasks

Application solution. Click Next.

3. After the files are extracted, click on the Finish button to close the extractor. Tasks

application Installer should start automatically. If it doesn’t please go the location where the

file were extracted (by default it is [SystemDrive]:\Program Files\Datapolis\DPS Task

Application) and start Installer.exe.

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4. After Installer.exe is launched, click Next on the Welcome page.

5. Installer will verify requirements. Please wait until all checks are completed. If there are no

errors, click Next to proceed with the installation.

Note: If you get warning or error on any of the checks, you can double click it to see the

details.

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6. You will see components that will be installed. To start installing Tasks Application on your

SharePoint farm click Next

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7. Wait until installation is completed. Click Next to continue.

8. Review Installation status. Click Close to close the installer.

Note: You can review installation log if needed.

4 Start working with Tasks Application In order to start using Tasks Application you must deploy at least one instance of it.

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When deployed it can be used inside a Datapolis Process System workflow to create and assign tasks

to the users.

Each deployed instance has its own configuration. Every time you need a different configuration (for

example a different task type or a different list where tasks are stored) you need to deploy a new

instance.

Workflows can use multiple Tasks Application instances and they can share them.

Tasks Application Instance 1

Tasks Application Instance 2

Tasks Application Instance

Tasks Application Instance 4

SharePoint Tasks List 1 SharePoint Tasks List 2 SharePoint Tasks List 3

Configuration Configuration Configuration Configuration

Workflow 1 Workflow 2

Note: If you are not familiar with Datapolis Process System Solutions and Application please refer to

Datapolis Process System Quick Start.

When an application starts it assigns tasks to the selected users. Type of the task and application

behavior is defined during application deployment. When finish conditions are satisfied, the

application finishes and returns the result to the workflow that started it. This logic is presented on

the diagram below.

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Tasks Application Instance

Task 1

Workflow

Task 2

Task 3

Task N

Completed

Create

Create

Create

Create

Finished

Check finish conditions. If satified return the result. If not wait for more tasks to complete.

Start application

4.1 Deploying Tasks Application 1. Open SharePoint Central Administration.

2. On the Quick Launch menu click on the Datapolis Process System.

3. Choose Datapolis Solution Templates Management

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4. You should see Tasks Application Solution. From here you can deploy as many instances of

Tasks Application as you want. Click on the Deploy link to go to the deployment page.

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4.2 Configuration Matrix

The table below shows settings that can be applied to the Tasks Application and relations between

them. Td stands for To-do task type, Cd stands for Collect data task type. X means that this setting is

not available.

Note: Some settings require that Task outcomes are defined. Such setting is marked with [To].

Settings Task mode

One task Parallel tasks

Serial tasks

Task outcomes Td/Cd Td/Cd Td/Cd

Task removal Td/Cd Td/Cd Td/Cd

Allow more than one owner Td/Cd X X

Allow groups Td/Cd Td/Cd Td/Cd

Custom fields Cd Cd Cd

Parallel tasks settings/Serial tasks settings X Td/Cd Td/Cd

First task result Td/Cd Td/Cd Td/Cd

Majority Td/Cd Td/Cd Td/Cd

Expected result [To] Td/Cd [To] Td/Cd [To] Td/Cd

Minimal number of results [To] Td/Cd [To] Td/Cd [To] Td/Cd

Remaining tasks Td/Cd Td/Cd Td/Cd

Enable delegation Td/Cd Td/Cd Td/Cd

Remind before due date Td/Cd Td/Cd Td/Cd

Remind after due date Td/Cd Td/Cd Td/Cd

4.3 Configuring Tasks Application

Tasks application is configured during the deployment process. You have to specify application

configuration on the deployment page.

1. Name your application. Name should allow you to distinguish between different instances of

the application in your workflow. Give your application a meaningful name.

2. Choose a task list where tasks will be stored. You can select a task list be clicking on the

Select task list link.

A popup window will appear where you can select an existing task list. The window shows all

lists created from the Tasks template in your SharePoint farm. Use the + symbol to expand

sections and select your list. Confirm your choice by click on the Ok button.

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Note: Lists are grouped by Web Application then Site collection and then by Site – you have

to expand at least 3 levels before you select your list.

Note: If you need a new list, you can create it here by clicking on the link Create new task list.

Select Site where a task list has to be created, then enter a list title and description. Confirm

by selecting Create button.

A created list will be automatically selected on the previous screen. Click Ok to confirm your

choice.

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You will know which list is selected on the deployment page by looking at the Target task list

field.

3. Select task mode. You can choose from 3 available modes. One Task, Parallel Tasks, Serial

Tasks. You can read more about task modes in the Task Modes chapter.

4. Select task type. You can select To-do task or Collect data. You can read more about task

types in the Task Types chapter.

5. Define task outcomes. Put each possible outcome in a separate line.

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Note: When Task outcomes are defined users will have to choose one outcome in order to

complete their task.

6. Decide whether you want to allow users to delete their tasks.

Note: If this option is selected users will be allowed to remove their tasks before they are

completed. Deleted task will be automatically marked as not completed.

7. Choose if tasks can have multiple owners. This option is only available for One task mode.

Note: This option defines whether multiple owners can be assigned to one task. Every owner

will be allowed to complete the task. This setting is only available in One task mode. If you

select this option then only one task will be created and it will be assigned to all selected

users.

8. Choose if tasks can be assigned to a group.

Note: When selected it will allow assigning tasks to groups. Every member of a group will be

allowed to complete the task. If you leave this option not selected then you still can choose a

group when assigning a task, but each group member will have its own individual task.

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9. Define Parallel/Serial tasks settings. This setting is available only for parallel and serial task

modes.

First task result – result of the first task that is completed will be returned.

Majority – most common result will be returned.

Expected result – expected result will be returned as soon as a task is completed with that

result. If no such result was given then application returns the most common answer.

Minimal number of results – you define the expected result and a threshold that is

expected. If a number of tasks finished with the expected result reaches the threshold an

application finishes and returns the expected result. If the threshold is not reached then

Default value is returned.

10. Choose what to do with remaining tasks. You can choose between Leave and Remove. You

can also compose an e-mail message which will be sent to the task owners that their tasks

are no longer valid/required.

Note: Remaining tasks are the tasks that were waiting waiting for the user to complete them

when the application finished (workflow was terminated or application finish conditions

were satisfied).

Note: In order to compose an e-mail you have to click on the Edit e-mail message link. A new

window with the e-mail editor will open. Specify the message title and body. In both places

you can use variables which will be replaced by real values when sending to the task owner.

When the message is ready just click Ok to confirm.

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11. Define your custom field. Custom fields are only available for Collect data task type. In order

to define your custom field, click on the Edit custom fields link.

New windows will open. In order to add new field click on Create new field Link.

Fill the new field form and confirm by clicking Ok button.

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You will see the list of all created fields. You can edit them or delete. If you are done creating

custom fields click on the Ok button to confirm.

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Note: On the application deployment page you will see the number of defined custom fields.

12. Define if you allow to re-assign tasks. When this option is selected users will be able to edit

the Assigned to field in the task to assign it to someone else.

13. Define e-mail notifications settings. You can enable them before and after due date

notification.

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Remind before due date – reminders are sent before the task is completed. You can define

how many days before task due date notifications should start and you can define a

notification email.

Remind after due date – reminders are sent when the task is overdue. You can define how

often notification has to be sent and also you can specify to whom this notification will be

CC’d. You can also define when notification should stop.

14. Click Ok to deploy the application.

4.4 List and content types

During the deployment process Tasks Application creates a number of content types and site

columns.

Content types and site columns are created on the site collection where the task list resides.

Note: You should not delete any content types or site columns as it may break your application.

4.5 Using Tasks Application

In order to use the deployed tasks application instance you must include it in a workflow.

1. Open a workflow you want to modify in Datapolis Process System workflow designer or

create a new workflow.

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2. In the workflow designer use Manage workflow applications option.

3. In the Manage workflow applications window select the application you want to use in this

workflow and click Ok to confirm.

Note: The application will appear in the upper right corner of the designer window.

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4. Drag the application onto the state where tasks should be created.

Note: You can also go to the state settings (double click on the state) and then choose

Applications->Add application.

You will see that the application is set to be running in the state by the application icon

visible in the lower right corner of the state.

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5. Go to the application configuration by opening the state and clicking on the Applications

button. Then click Edit icon next to the application.

6. Define application input/output parameters

Note: Input parameters are required so the application would know what task to assign to

selected users. Output parameters are important if you plan adding to your workflow some

logic based on the application result. In that case you have to define workflow variables

where output values will be assignedwhen application finishes.

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Note: You can read more about input and output parameters in Application parameters

chapter.

At this point your application is ready to run.

7. Save and deploy your workflow by clicking on the Save and Deploy icon in toolbox.

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4.6 Parse collected data

When you use Tasks Application with a collect data task type you might want to read collected data

in your workflow. To do so you should use the function called Get Collected Data.

The function can be used anywhere in the workflow but make sure you use it after the application

finishes.

The functions requires 3 parameters

Application instance id – this value is returned by the application in the Application instance

id output parameter.

Task Id – id of a task containing collected data

Column name – name of a column containing collected data

As a return you will get value of a collected data in given task from selected column.

4.7 Application parameters

4.7.1 Input parameters

Input parameters are used by the application to get information about the tasks that should be

created. It is also possible to override some values given during the application deployment.

Task information

Title – Task title

Description – Task description

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Assigned to – List of users or groups. Tasks will be assigned to selected group of users using

the configuration specified during application deployment. List items should be separated by

semicolon (;)

Due date – Task due date

Priority – Task priority

Configuration values

Configuration parameters may vary depending on the application configuration.

Expected result – overridden Expected result. When empty default value from the

configuration is used.

Default result – overridden Default result. When empty default value from the configuration

is used.

Threshold value – overridden Threshold value. When empty default value from the

configuration is used.

4.7.2 Output parameters

Output parameters are used to return value from the application when it finishes. Output parameter

must be assigned to a workflow variable so for every output parameter you should create a workflow

variable of String type.

Output parameters may vary depending on the application configuration.

Task Id – Ids of all completed tasks. This is a list of ids of completed tasks separated by ;#

characters. String has the following form Id1;#Id2;#Id3;#Id4

Task list url – Url to the list where the tasks were created.

Completed task number – total number of tasks completed.

Application Instance Id – application instance id. It might be need later for the Get collected

data function.

Result – Application result calculated according to the application configuration.

5 Task modes Tasks application can work in 3 task modes.

One Task

Only one task is created and assigned to selected users. Once the task is completed the application

finishes and returns the task result to the workflow. If Enable more than one owner setting is not

selected and you try to assign a task to more than one user then it will be assigned only to the first

user.

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Tasks Application Instance

Task 1

1 - Completed

1 - Completed

Back to workflow

1

Parallel tasks

All tasks are created and assigned at the same time. Users work on their tasks in the same time and

once finish conditions are met, the application finishes and returns result to the workflow. This task

mode is suitable if the order of completing tasks is not important and if the completion of task is not

dependent upon another task.

Tasks Application Instance

Task 1

Task 2

Task 3

All completed

All completed

Back to workflow

1

Serial tasks

The task is assigned at the start of the application. Then the application waits until the task is

completed. In the next step the application assigns another task and again it waits until it is

completed. Use this mode if the order of completing tasks is important and tasks depends upon each

other. The order of assigning tasks is defined by the order of users included to the application. If you

include a user group and Enable groups setting is not selected then tasks are assigned alphabetically

to the group members.

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Tasks Application Instance

Task 1

Task 2

Task 3

1

2

3

2 - Completed

1 - Completed

3 - Completed

All completed

Back to workflow

6 Task types Task application can work with 2 different task types.

To-do task

Task contains standard task fields such as Title, Description, Priority, Due date, % Complete, Status.

User has to complete the task (make it 100% complete). Only the information about completing the

task and outcome (if defined in the configuration) is returned to the workflow.

Collect data task

Task contains Title, Description, Priority, Due date, % Complete, Status and custom fields defined

during the application deployment. User has to complete the task and fill in additional fields.

Information gathered in the custom fields is later passed to the workflow where it can be processed.

7 Troubleshooting If any of the content type, custom fields or lists defined in the application configuration will be

deleted or altered the application may stop working. In such case you should delete the faulting

solution and application in Central Administration. To do so go to the Datapolis Process System

Administration -> Datapolis Solution Management and remove the faulting solution.

Note: When you delete the solution that was already used in the workflow you must also update

your workflow definition because it may stop working.

For troubleshooting, help and tips please contact our support team at support@datapolis.com.

Note: Please keep in mind that this is a beta version which was not fully tested. We will appreciate all

submissions – it will help us make the application better.