Your main goal in using Workflow Management is to distribute work. It is essential to the effective functioning of your company that the information distributed is appropriate to the employee receiving it. Tasks are the bearers of information. They provide a powerful tool for managing the flow of information. By distributing the right task to the right person, you save time and costs, and speed up your company’s business processes.
Tasks are the main point of integration between Organizational Management and Workflow Management. They form a link between the organizational structure (people) and the operational structure (processes) of your company.
You can customize tasks using infotype 1217. This enables you to set two different flags to lock the task. The first lock prevents you from creating a work item from a particular task. The second lock prevents you from executing a task. You use both of these locks when there is a problem with the task itself, or the resulting action. You also use locks while you are developing a process.
The tasks that integrate Organizational Management and Workflow Management represent system functions, such as print applicant letter, or post an invoice. You can decide to use a task that is implemented in a single step, or alternatively, by a workflow in several (possibly parallel) steps.
There are two kinds of single-step tasks:
These are single-step tasks that are time-dependent, client-dependent and plan-dependent. The customer defines these tasks
These are single-step tasks, that are not time-, client- and plan-dependent. You can copy the standard tasks provided with the system, and modify them to suit your needs.
Make sure you always assign customer tasks and standard tasks to agents on an achievable organizational path. To support automatic load distribution, and to ensure that your company works efficiently, workflow sends several equally authorized employees the same work item for execution. One takes the work item and processes it, and the work item automatically disappears from the others’ work lists.
A single-step task, for example, is ‘Delete unapproved absence’.
You can define a single-step task as a general task. This means that every user in the company is a potential agent, and you do not need to assign specific users to the task.
There are two kinds of multi-step tasks:
These are defined by the customer. They are used to implement a specific business process
These are predefined in the system and are used to define a workflow task. You can copy these templates and modify them to suit your needs.
Workflow tasks and workflow templates always comprise a number of steps within a complete business process. An example of a workflow template is Applicant receipt/resubmission, which is part of the Applicant Selection component.
These four task types perform workflow processes. They carry a certain intelligence, which defines what is to be done, who is to do it, and under what conditions and rules.
The system stores the results of each task in a database. Supervisors and managers can check the Workflow Information System to determine where a work item is at any time.