User Inbox
The user inbox presents lists of user assigned tasks.
As responses are submitted, tasks are removed from the list.
Select the magnifying glass from the history column for detailed information.
Tasks are opened by selecting the green forward button.
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User Tasks
Inbox tasks display work item and activity description.
Users should read work item and activity description before performing any actions.
Users should record the reference number if there is any possibility of future inquiry.
Tasks include the following features.
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- Source Documents - displayed on the top left menu pane.
This feature is only available when Applications define this feature.
Users may choose from documents that are available to all activities and specific activities.
- Attachments - displayed on the top left menu pane.
This feature is only available when Applications define this feature.
When allow checkout is selected, users may check out/check in documents that record audit trails.
Also, cases are automatically aggregated during inbox sessions.
- Suspense - displayed in the same location.
This feature is always available.
When a user is provided with inadequate information, circumstances delay user response.
More communication is usually necessary between users and work item owner.
Selecting suspense will place the work item in suspense and record all information in the work item’s history.
- Status Codes - displayed in the same location.
This feature is only available when Applications define them.
Status codes offer a means to control defined input for suspense.
- Submit Buttons - displayed in the same location.
One button always displays and the other is optional.
The following example displays button labels “Approve” and “Reject”; however,
the buttons may contain any text necessary to communicate the submission to users.
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Source Documents
When a user selects Source Documents, they may be opened and saved to hard drive.
Always keep in mind, that not all users have Word, Excel or other vendor software; so, be aware of your particpants
and their capabilities when providing source documents.
Document scope displays whether a document is available to the entire “- Application –“ or a
specific activity, such as, “Invoice” in the following screen shot.
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Attachments
Users may add attachments as needed.
Also, if attachments are specified to allow checkout, other users within the same or other Application activities may checkout and edit documents.
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Suspense
Enter an inbox task into suspense for the following reasons:
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- Communications between user(s) and work item owner
- User has inadequate or does not understand work item and activity information
- User is waiting for information before submission
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Status Codes
Status codes are used when there is a need to provide users with a list of several predefined options.
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Submit Buttons
Users submit responses to work item activity’s through buttons located at the bottom of the task page.
Depending on the Application’s definition, one or two buttons display. The buttons are labeled with text
that’s approprite to communicate user’s intent. The following example is for an expense report work
item on the manager approval activity. The buttons available to the manager are “Approve” and
“Reject”. When users respond, work items react to Application instructions and route accordingly.
Note – when several users are identified as required participants on a work item activity, the task
remains in a user’s inbox, even if submitted, until all required users have submitted their response.
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