Add a Task Flow (Manually or from a Template)

This screen allows a system administrator or HR administrator to add a new task flow for a specific employee, so that the required set of tasks is automatically created and assigned to that employee, either through a ready-made task template or by creating the tasks manually.

Before You Begin

• You must have the “Manage Task Flows” permission.
• If you want to use a ready-made task template, the required template must already exist in the “Task Templates” screen under Task “Settings.” For more, see the Create Task Template article first.

How to Access the Screen

1. From the main menu, click “Task Management.”
2. Go to “Task Flows.”
3. On the Task Flows screen, click the “Add Task Flow” button at the top of the screen.

Steps to Add a Task Flow

First: Fill in the Flow’s Basic Information

• In the “Task Flow Information” section, fill in the following:
  • Employee: select the employee you want to add the task flow for.
  • Code: enter the code for the task flow.
  • Template: select a ready-made task template, or leave it empty to create the tasks manually.

Second: Add the Tasks

First scenario, a task template is selected:

• When a template is selected, the system automatically loads all the tasks defined within that template, and displays them in the task table below, which includes the following columns:
  • Task Title.
  • Description.
  • Type.
  • Priority.
  • Assignee.
  • Due Date (number of days).
  • Target Module.
  • Record Code.

Second scenario, no template selected (building tasks manually):

• If the “Template” field is left empty, you must fill in each task’s data manually as follows:
  1. Click “Add Task” to add a new task row.
  2. Fill in each task’s data:
     • Task Title (required).
     • Description (optional).
     • Module (optional).
     • Priority: choose from (Low / Medium / High) (required).
     • Task Assignee (required).
     • Due Date (optional).
     • Target Module(optional).
     • Record Code (optional).
  3. Repeat the previous step to add each required task within the flow.

Third: Working with Templates Directly from the Same Screen
You can update an existing template or save the current task set as a new template, without leaving the add flow screen:

• Update Template: this button only appears when a template has already been selected. When clicked, the system updates the selected template with the currently displayed task list (including task order, titles, descriptions, type, priorities, and default assignee).
• Save as New Template: always available regardless of whether a template is selected. When clicked, the “Save New Template” popup appears and includes the following fields:
  • Template Title (required).
  • Template Code (required, unique).
  • Description (optional).
  • “Save” and “Cancel” buttons.

Fourth: Adding the Flow

• After defining the required tasks (at least one task), click the “Save” button.
• Once the operation is successful, the selected tasks are created and assigned to the chosen employee, and they all appear within the Task Management section.

How the System Works

• When a task template is selected, its tasks are loaded automatically, and each task’s due date is calculated by adding the creation date to the number of due days defined for it within the template.
• When no template is selected, the user can add a task flow manually, allowing flexibility for unique scenarios where no predefined template is available.
• When “Save” is clicked:
  • The system validates the entered task data.
  • A new task flow record is created.
  • The associated tasks are created and automatically assigned to the selected employee.
  • Each task is created with the default status “To Do,” with the assignee and the template used (if applicable) recorded.
  • It is noted in the activity log that the created task was generated via a task flow.
• The “Update Template” button fully updates the original template’s data based on the task set currently displayed on the screen, and does not affect other task flows that previously used this template.
• The “Save as New Template” button does not modify the original template (if any); instead, it creates a new, independent template with the same current task set.

Validation Rules

• Employee (required): if not selected, the message “Please select an employee” will appear.
• Tasks (at least one task must be defined before adding): if no task exists, the message “At least one task must be added” will appear.
• In the “Save as New Template” popup:
  • The Template Code must be entered, as it is required; if left empty, an error message indicating it is required will appear.
  • If a code that is already in use is entered, and the “Unique” permission is enabled in the “Auto Numbering Settings” screen, a message will appear below the field stating: “This field must be unique.”
  • The Template Title must be entered, as it is required; if left empty, an error message indicating it is required will appear.