Creating a Quick Task

Quick Tasks refer to assigned activities that do not have to be part of a sequential process flow. They are initiated on an ad-hoc basis.

Any attended activity can be configured as a Quick Task. Such activities display the following marker.

Like other tasks, quick tasks are not required to have an incoming flow, but they must have an outgoing flow. If a quick task does not have an incoming flow it is activated immediately upon startup of the process.

When a task is configured as a Quick Task the following configuration changes are made to the activity.

  • The Refresh default values every time the task form is viewed option is selected on the Other Tab.
  • The option to run the node as an unattended activity is disabled on the Assignment Tab.
  • The Set re-assignment privileges for assignees link is hidden from the Assignment Tab. (Quick tasks cannot be re-assigned.)

Configuring a Quick Task

To configure an attended node as a Quick Task, right-click the node in the designer canvas and select Properties. The Configure [activity] dialog box is displayed. The General tab of this dialog box provides an option to enable or disable the quick task mode for the activity.

When a task is configured as a quick task, existing forms and data configurations are preserved. Task assignees can view and complete the task. Apart from the task assignees, process administrators and users with Manager level access to the process can view and complete quick tasks that are assigned to other users and groups.

Activities that cannot be assigned to users do not display the Quick Task checkbox on the General tab of the properties dialog box. It also does not appear when viewing a process model in the Process Analyst View.

Task Execution Options

Default values in a task form are evaluated when the task is issued. If these values change, the task form is typically updated with the new values when the task is viewed again. To keep the default values that existed when the task was first issued:

  • Clear the Refresh default values every time the task form is viewed checkbox on the on the Other tab of the activity's properties.

Once a quick task has been activated, you can set it to be disabled if another user attempts to activate it again.

  • Select the do not create if active instances exist checkbox on the Other Tab.

You can configure the quick task so that only the most recent activation of the task is submittable.

  • Select delete previously activated instances on the Other Tab. All previously activated instances of the selected task are removed from the system when a new instance is activated.

Additional execution options are available on the Other Tab.

Enabling a Quick Task

Once a process has been started, a quick task can be enabled in one of the following ways:

  • If there are no incoming flows to a Quick Task, it is enabled as soon as the process is started.

  • If there is at least one incoming flow, the Quick Task is enabled once flow reaches it for the first time. Consider a rule event that waits for a condition to become true, or a receive message event that waits for an incoming message – these Quick Tasks are not enabled until the process flow reaches them.

  • Once a Quick Task is enabled, all task assignees can view and complete it. Quick Task permissions are evaluated only when the node is first enabled. Permissions are not re-evaluated after each Quick Task instance is completed; only the initial permissions are used.

An in-flight modification of the assignment of a Quick Task does not affect currently-enabled Quick Tasks. It affects only the Quick Tasks activated after the change.

Disabling a Quick Task

Once a quick task has been enabled, it can be disabled in one of the following ways:

  • The Quick Task may have an exception event configured. When the conditions for this event become true, the exception is triggered, and the Quick Task is disabled. (Exception conditions are only evaluated when an activity is first activated.)

  • In case the Quick Task does not have an exception event, or you wish to stop it manually, it can be accomplished by making an in-flight modification to the process.

Attempting to complete a quick task that has been disabled displays the following error message.

 This task is no longer available