Updating tasks and tracking progress

To add a task to a case

1. Log in to BMC Helix Business Workflows.
2. Navigate to Workspace > Cases.
3. From the Line of Business list, select the line of business for which you want to update a case.
   If you have access to a single line of business, the line of business is selected by default.
4. To open a case in the Cases workspace, click the required case ID.
5. To view the task flow associated with the case, on the Tasks tab, select Task Flow.
   The task flow associated to the case is displayed. You can view the tasks in the task flow and verify if you need to add any additional tasks to the case.

6. To add additional tasks, on the Tasks tab, select Task List, and perform the following actions:

   Task	Action	Example
   To append tasks to the predefined tasks in the task flow	On the Tasks tab, select Task List, click Add Task, and perform the following steps: To add predefined manual, automated, or external tasks by using templates, click Add Task from Template, and add the required tasks. On adding a task by using a task template, a set of task-related dynamic fields is displayed on the page. Enter the responses to the dynamic fields and click Ok. These responses are added to the task as additional details. If you select a to-do template, a list of users is displayed from which you need to select a valid end user to assign the to dos. Select the user to whom the to dos should be assigned Click Save. To add ad hoc manual tasks by entering the task details, select Add an adhoc task>Manual and complete the required fields. To add an ad hoc to do task without using a template, select Add an adhoc task>To Do and complete the required fields.
   To add tasks that are parallel to active tasks or staged tasks	On the Tasks tab, select Task List, click on the task with which you want to execute another task, hover on Add task, and then click Add a parallel task. Add the task by using a template or by manually entering the details. Important:  If you add a task parallel to an active task, the new task is activated immediately. If you add a task parallel to a staged task, the new task status is Staged. All the parallel tasks are activated at the same time. You cannot add a parallel task to a completed task.
   To add sequential tasks to active or staged tasks	On the Tasks tab, select Task List, click on the task after which you want to add another task, hover on Add task, and then click Add a sequential task. Add the task by using a template or by manually entering the details. Important: The status of the sequential task that you add is Staged. This task is activated after the completion of the previous tasks.

   Important

   • While adding a task, the case line of business is selected as the task line of business by default. To add tasks for another line of business, you must have access to the line of business.
   • You cannot add ad hoc tasks prior to tasks that are in progress.
   • You cannot add conditions for task execution.
   • You can assign stages only to ad-hoc tasks that you create without using task templates. After you assign a stage to a task, you cannot change that stage.
   • You cannot customize the create view of the ad hoc to-do task.
   • In the Manage Tasks pane, you cannot add tasks if a task from the task flow is completed. To add tasks, use the Task option in the Tasks tab.
   • Generally, to dos task questions are visible only on the task details page. If to dos task questions are deleted from the BMC Helix Digital Workplace Catalog service action, then the to dos task questions are visible on the case details page.

7. To change the order of execution of tasks in the task flow, drag and drop the tasks in the required order, and click Save .

   Important

   Case agents cannot change the order of execution of tasks defined by the case business analyst. Case agents can only change the order of execution of tasks added by them.

Result of adding a task to a case

When you add tasks to a case, by default, they are in the Staged status. When the case status is set to In Progress, the first task in the sequence is automatically set to Assigned. From Assigned, you can change the task status as required. 

Case and task statuses are dependent on each other in the following ways:

• You can resolve a case only when you complete all the tasks in it.
• When a case is canceled, all the tasks associated with the case are also canceled.

For more information about the task lifecycle, see Task-lifecycle.

All tasks in the task flow associated to a case are displayed in the Task List section. After you add a task, it appears stacked below the task after which you add them. The following figure shows an example Task List section:

The to dos are displayed with a different icon.

A case agent cannot delete any additional task and the tasks that are predefined by a case business analyst. However, a case agent can cancel such tasks. If a case agent cancels a case, all the tasks in the task flow that is associated to the case are also cancelled.

To track the progress of a task or to do

1. Open a case in the Cases workspace by clicking the required case ID.
2. (Optional) To view a case on a separate tab, right-click the case and select Open link in new tab.

3. On the Tasks tab, click Task List. 
   All the tasks associated with the case are displayed in the following sections based on their status:

   Task status section	Description
   Active Tasks	Displays all the tasks that are started. Important: If a task fails, the task is displayed in this section. You must change the status of the task or rerun the task to complete it.
   Upcoming Tasks	Displays the tasks that are executed after the completion of In Progress tasks. Only the tasks that are defined in a straight path are displayed in the Upcoming tasks section. Conditional and parallel tasks that are defined in the flow are not displayed in this section. They are displayed as In Progress tasks only when they are activated. View all tasks in a task flow and their details on the Task Flow tab. For example, if you have a condition in a task flow, all the upcoming tasks prior to the condition are displayed. After the execution of the condition, the upcoming tasks are displayed based on the condition results.
   Completed Tasks	Displays all the completed tasks.

   The following figure shows an example representation of tasks:
   

For to dos, the reminder details are displayed:

Click to view the following details:

To start work on a task or to complete a task

As a case agent, you can change the status of a manual, external task or to dos to In progress  or the next status in the task lifecycle, or Complete in a single click. You must have write access to change the task status. One-click status change options are available only in the Task List view in cases, and not in the task edit mode. When you change the task status, the next task in the list is activated.

1. Open the case for which a task is assigned to you.
2. To start working on a task, in the Task List view, click Start Progress.

3. After completing the task, click Mark Complete.
   The following image shows the options to change the status of the task quickly:
   

   Tip

   If the status of the task does not change after click Start progress or Mark Complete, click Refresh.

   Learn more about the status that are eligible for one-click status, see Status values applicable for one-click update.

To update the status of a task or to do

1. Open a case in the cases console.
2. (Optional) To view a case on a separate tab, right-click the case and select Open link in new tab.
3. On the Tasks tab, select Task List
   1. For manual tasks, perform the following steps:
      1. Open the required task.
      2. (Optional) To view the task on a separate tab, right-click the task and select Open link in new tab.
      3. Click the displayed status to open the status pane.
      4. In the status pane, select the required value in the Status field. 
      5. Click Save. For more information about the statuses, see Task statuses and associated actions.A task assignee can change the status to Customer Response when a response is required from the requester of a case. A notification is sent to the requester about the pending information. When a task assignee marks a task Completed, the notification that a case assignee receives shows that the status is updated by the system instead of by the task assignee. To learn why the Modified By field shows System instead of the user, see Defining-task-flows-in-a-case-template.
         
         
   2. For failed automated tasks, perform the following steps:
      1. Open the failed automated task.
      2. (Optional) To view the task on a separate tab, right-click the task and select Open link in new tab.
      3. Click the displayed Failed status to open the status pane.
      4. Select the required value in the Status field.
      5. (Optional) If you selected the value Completed in the Status field, select the appropriate value in the Status Reason Task field.

      6. Click Save.

         Click Rerun to rerun failed automated tasks. After the rerun operation, the automated task can run successfully or may fail again. If required, you can manually change the status of the automated task. For more information, see Automated-tasks.

         For more information about the statuses, see Task statuses and associated actions.

To reopen to dos

As a case agent, you can reopen the to dos if you feel that end users need to add more information related to the responses for the to dos questions. You can review the responses submitted by the end user and reopen a to dos task if you feel that some information needs to be updated and resubmitted. For example, end users may need to add a new attachment to replace the initial one and resubmit the response.  Initially, the end user completes and submits the responses in BMC Helix Digital Workplace Advanced, and the status changes to Pending for the relevant to do task in BMC Helix Business Workflows. The case agent then reviews the responses and can reopen the task, if required. 

1. Open the required to do task. 
2. (Optional) To view the task on a separate tab, right-click the task and select Open link in new tab.
3. Click Reopen to open the Add Note pane. 
4. Add activity notes
   1. click Add a note text box.
   2. Click Notes Template.
      A list of templates is displayed. 
   3. Select the template that you want to use from the list and click Apply.
   4. Enter details and click Post.

   5. (Optional) To attach files to your notes, click Attach.
      
      After the case agent reopens the task, it changes to the Assigned status and is assigned back to the end user. The end user updates the responses and resubmits them. The agent again reviews the responses and marks the status as Complete if all the responses are correct. 
      
      

      Important

      • Case agents can reopen to dos only if the task template is mapped with the service action, such as questionnaire data. 
      • Case agents can update the status of a task only if they have Write permissions to a case.
      • If the to dos service action is in inactive state then the case agents cannot reopen to dos.

Task status for associated actions

When you want to perform an action on a task, change its status accordingly. For example, when you start working on the task, change its status to In Progress.

The following table lists the required status change based on the actions you can perform on a task:

 Status values applicable for one-click update

The following tables list the values for which one-click status update is applicable:

Default status values

Custom status values

The following table lists some sample status values:

To assign a task

1. Log in to BMC Helix Business Workflows.
2. Select Workspace > Cases.
3. From the Line of Business list, select the line of business for which you want to update a case.
   If you have access to a single line of business, the line of business is selected by default.
4. To open a case in the Cases workspace, click the required case ID.
5. (Optional) To view the case on a separate tab, right-click the case and select Open link in new tab.

6. From the Tasks tab of the case, select Task List, and perform any of the following actions:

   Action	Steps
   Assign the task to yourself	On the task, click Assign to me. Important: You cannot assign a to do or an automated task to yourself. On the task details page, in the Assignee section, click Edit, and then click Assign to me. If you belong to multiple support groups, in the Assigned Group field, your default support group is displayed.
   Assign the task to a support group or an agent	On the task details page, in the Assignee section, click Edit, and perform the following steps: Select the Assigned Group. You can assign a case to a support group or an agent that belongs to a line of business to which you have access. If an assignee is not defined, you must add one before you can move the case to In Progress. If the option to reset the case status to a previous status when you change the assigned group is selected, the status of the case reverts to the Assigned status.  Select the Assignee or click Assign to me. The default support group that you belong to is automatically selected. If you do not belong to a default group, the first support group in the line of business is automatically selected. Click Save.

To add related assets to a task

1. Open the task in which you want to relate an asset.
2. On the task details page, click Related Assets tab.
3. Click + Assets .
4. In the Search assets pane, provide the following search qualifications:
   • Select the CI type from the list.
   • Select the Product category tier 1 from the list.
   • (Optional) To search a specific product, select a value from the Product category tier 2, Product category tier 3, Product name, and Manufacturer name drop-down list.
   • (Optional) To search for assets based on location, select a value from the Region, Site group, and Site drop-down list.
   • Select the Status of assets from the list. The default option is Deployed.
5. Click Search.
   A list of assets based on your search parameters is displayed.
6. In the Search assets section, select the assets that you want to associate with the task.
7. Click Relate.
   The assets associated with the task are displayed on the Related Assets tab of the task.
8. (Optional) To view the details of an asset, click the asset name on the Related Assets tab.
9. (Optional) To remove a related asset from the task, select the asset that you want to remove and click Delete. 

To view task activities

1. Log in to BMC Helix Business Workflows.
2. Select Workspace > Cases.
3. From the Line of Business list, select the line of business for which you want to update a case.
   If you have access to a single line of business, the line of business is selected by default.
4. To open a case in the Cases workspace, click the required case ID.
5. (Optional) To view the case on a separate tab, right-click the case and select Open link in new tab.
6. From the Tasks tab of the case, select Task List, and open the required task.
7. (Optional) To view the task or to-do on a separate tab, right-click the task and select Open link in new tab.

8. On the task details page, click the Activity tab.

   The latest change in the task or to-do is displayed at the top.

9. (Optional ) To filter task activities, click Filter, from the Task filtering options, select the desired options such as Status Change, Assignment Change, and so on, and click Apply.
10. (Optional ) To view the updates made by a particular agent, click Filter, enter the name of an agent in the Author text box, and click Apply .

To add notes and attachments to a task

1. Log in to BMC Helix Business Workflows.
2. Navigate to Workspace > Cases.
3. From the Line of Business list, select the line of business for which you want to update a case.
   If you have access to a single line of business, the line of business is selected by default.
4. To open a case in the Cases workspace, click the required case ID.
5. (Optional) To view the case on a separate tab, right-click the case and select Open link in new tab.
6. From the Tasks tab of the case, select Task List, and open the required task.
7. (Optional) To view the task on a separate tab, right-click the task and select Open link in new tab.
8. On the task details page, perform any of the following actions:
   • Add activity notes
     1. Click the Activity tab, and click Add a note text box.
     2. Click Notes Template.
        A list of templates is displayed. 
     3. Select the template that you want to use from the list and click Apply.
     4. Enter details and click Post.
     5. (Optional) To attach files to your notes, click Attach.
   • Add attachments to a task or to-do from the Activity tab or Description field. Learn more about adding attachments in Adding-documents-to-Document-Library.

To send an email from a task

While working on a task, if you do not have access to the case that consists of the task, you can communicate with a case requester or other agents through emails.

To send an email, perform the following steps:

1. Log in to BMC Helix Business Workflows.
2. Select Workspace > Tasks.
3. From the Line of Business list, select the line of business for which you want to update a case.
   If you have access to a single line of business, the line of business is selected by default.
4. To open a task in the Tasks workspace, click the required task ID.
5. (Optional) To view the task on a separate tab, right-click the task and select Open link in new tab.
6. Perform any of the following actions:
   1. Compose a new email: Enter the recipients of the email or click Add People to add users from your company from the People List.
   2. Reply to the requester or everyone in an email.
7. (Optional) In the Compose Email pane, if you want to use an email template, perform the following steps:
   1. Click Select Email Template.
   2. (Optional) From the Locale list, select the language for the email template.
   3. From the list displayed, select the required email template, and click Apply.
8. (Optional) If you want to attach a file, click Attach, and attach the file. 
   You can add documents from the document library or attach files from a local drive and send the attachments through emails.
9. (Optional) To save the email as a draft, click Save as draft.
   The content of the email, the recipient email addresses, and the attachments, if any, are saved in the email draft. You can review the email draft later and continue to work on the unsent email.
10. To send the email, click Send.

After you send an email or reply to an email, the email content is displayed on the task Activity tab. The email content is added as a public or private note based on the email recipient:

• If you send an email to the requester of the case, the email content is displayed as a public note.
• If you send an email to an external user's email ID, the email content is displayed as a public note.
• If you send an email to other agents, the email content is added as a private note.

The email content is also displayed on the Activity tab of the case that consists of the task. The Modified Date and Modified By fields of the case are updated if a case business analyst has enabled the configuration.