This page has been machine-translated and may contain inaccuracies in phrasing or product terminology. If discrepancies exist, the original Japanese version takes precedence.

This document explains the operation procedures for checking workflow tasks and reviewing automatic workflow tasks from the workflow and task management screen.

Intended Audience for this Feature

Administrators, Data Stewards, and Data Steward Aides

What You Can Achieve with Workflow and Task Management

Workflow is a QDIC feature that manages asset management processes by turning them into tasks and supports data governance operations. From the Workflow and Task Management screen, you can achieve the following.

Checking tasks and changing status or priority
Managing task comments
Reviewing automatic workflow tasks

Administrators, Data Stewards, and Assistant Data Stewards can also perform the following.

Creating and managing manual workflow tasks
Managing automatic workflow tasks
Creating and managing workflow rules

For details, please refer to the following.

Accessing Workflow and Task Management

From the Navigation panel, click the Workflow icon. The Workflow and Task Management screen will be displayed.

Workflow Tasks and Their Types

For details, please refer to the following.

Structure of the Workflow and Task Management Screen

Workflow Task List Panel

When you open the Workflow and Task Management screen, the first thing displayed in the workspace is the Workflow Task List panel.

Workflow Task List panel displays a list of workflow tasks created in the system so far. (Only workflow tasks that have not been deleted)

Operations from the Workflow Task List panel are described below. Operations of the Workflow Task List Panel

Task Side Drawer

Clicking a workflow task in the Workflow Task List panel opens the Task side drawer to the right of the Workflow Task List panel, displaying details of the main workflow task.
If the workflow task includes subtasks, clicking a subtask from the subtask list switches the Task side drawer to display details of that subtask. To return to the main task details, click the task in the Main Task section.

Task side drawer shows the operation history performed on the task and comments registered by users in the Activity section.

Operations from the Task Side Drawer are described below. Operations of the Task Side Drawer

Task Detail Information Panel

Selecting a workflow from the Workflow Task List panel displays the Task side drawer and the Task Detail Information panel simultaneously, showing details of the main workflow task.
When clicking a subtask in the task side drawer, the Task side drawer switches to display that subtask's details, and the Task Detail Information panel also switches to display details of that subtask.

For changing priority and status, please refer to the following. Operations of the Task Detail Information Panel

The Approve and Reject buttons for reviewing automatic workflow tasks are displayed in the Task Detail Information panel. Since manual workflow tasks do not have a review feature, these buttons are not displayed. For details on reviewing, please refer to the following. Reviewing Automatic Workflow Tasks

Operations of the Workflow Task List Panel

Icons Displayed on This Screen

This section explains operation icons without text labels on the screen.

* Explanation of icons related to workflow task editing is omitted.

Checking the Workflow Task List

The list of workflow tasks is displayed. For details of each item, please also refer to Task Information.

Task ID
An internal ID generated and assigned by the system to the workflow task.
Priority
Subject
Status
Creation Date
Due Date
If the workflow task is past its due date and its status is not Completed or Canceled, a flag icon (red) is displayed before the date.
Assignee
If the assigned user loses access to the workflow task, for example by leaving the assigned user group, a prohibited icon is displayed.
Creator
For manual workflow tasks, a User icon of the user who created the workflow task is displayed; hovering over the icon shows the user's full name and email address.
For automatic workflow tasks, a User icon marked with "W" is displayed as the applicant; hovering over this icon shows the system-generated workflow rule ID. This is the internal ID of the workflow rule that generated the workflow task.
Workflow Rule
In the case of automatic workflow tasks, the workflow rule set in the [Occurred Process and Timing] field of the workflow rule that generated this task is displayed. (Note that this is not the subject of the workflow rule that automatically generated the workflow task.)
Related Data
The data targeted by the workflow task is displayed.

Switching and Filtering Workflow Tasks

Switching Workflow Tasks

Clicking the Toggle Display icon filters to show only selected workflows.

All
Displays all workflow tasks.
My Assignments
Displays only workflow tasks assigned to you.
Assigned or Created by Me
Displays only workflow tasks you self-assigned as assignee or manual workflow tasks you created.

Filtering Workflow Tasks

Clicking the Filter button allows you to filter workflow tasks using the following criteria. Clicking the Reset button resets the selected filter conditions.

Subject
Priority
Select by clicking the priority checkboxes. (Multiple selections allowed)
Status
Select by clicking the status checkboxes. (Multiple selections allowed)
Assignee
Select a user group or user groups.
Creator
Click the field to select either the creator of manual workflow tasks or workflow rule IDs from the dropdown menu.
Creation Date
Specify the creation date range of tasks. Enter in the [Creation Date] field via keyboard or click the Calendar icon to select the range from the calendar.
Due Date
Specify the due date range set for tasks. Enter in the [Due Date] field via keyboard or click the Calendar icon to select the range from the calendar.
Workflow Rule
For automatic workflow tasks, select the workflow rule set as [Occurred Process and Timing] in the generating workflow rule. (Note that this is not the subject of the workflow rule that automatically generated the workflow task.)

Operations of the Task Side Drawer

Icons Displayed on This Screen

This section explains operation icons without text labels on the screen.

* Explanation of icons related to workflow task editing is omitted.

Activity

The Task side drawer displays the activity history and comments related to the task.

Sorting Subtasks

Please note that the sorting is confirmed immediately upon performing the following operations.

Display the target workflow task in the Task side drawer.
In the subtask list in the subtask section, drag and move the Sort icon of a subtask to rearrange the order.

Managing Task Comments

Comments on tasks differ from comments attached to assets or tags. They are not included in the comments output in Settings » Asset Management » File Output.

Creating Comments

Display the target workflow task in the Task side drawer.
Click the [Write a Comment] field under Activity to display the editor.
Enter your comment. The editor allows the following formatting:
Clicking the icon at the right end of the editor cancels the applied formatting.
- Headings
- Bold and Italics
- Underline
- Numbered and Bulleted Lists
- Block Quotes
- To-Do Lists
- Hyperlinks
Click the Send button to register the comment.

Editing Comments

You can edit comments you created.

Display the target workflow task in the Task side drawer.
Click the Edit icon at the top right of the comment box to be edited to display the editor.
Edit the comment as needed and click the Save button.

Deleting Comments

You can delete comments you created.

Display the target workflow task in the Task side drawer.
Click the delete icon at the top right of the comment box to be deleted. A confirmation dialog box will appear.
Click the Delete button to delete the comment.

Other Operations

Copying the URL of a Workflow Task

Copies the URL of the displayed workflow task. Opening the copied URL in a browser displays the Workflow and Task Management screen and opens the side drawer displaying the target workflow task. If the user is not logged into the workspace when opening the copied URL, input of the workspace ID and login to QDIC will be required.

Display Across Entire Page

Clicking the Display Full icon at the top left of the Task side drawer displays the side drawer and Task Detail Information panel across the entire browser, hiding the Workflow Task List panel. (The header panel and navigation panel remain visible.) Clicking the Restore Original Display icon at the top left of the screen restores the display of the Workflow Task List panel, Task side drawer, and Task Detail Information panel.

Closing the Side Drawer (Returning to Workflow and Task Management Screen)

Clicking the Close icon at the top left of the Task side drawer closes the side drawer and returns to the Workflow and Task Management screen.

Operations of the Task Detail Information Panel

Icons Displayed on This Screen

This section explains operation icons without text labels on the screen.

* Explanation of icons related to workflow task editing is omitted.

Changing Priority

Priority can be changed without putting the workflow task into edit mode. For details on priority, please refer to the following. Priority

The following operations are performed by displaying the workflow task in the Task side drawer and using the main task's Task Detail Information panel.
To change the priority and status of a subtask, switch the Task side drawer and Task Detail Information panel to display the target subtask.

Click the current priority and select the priority to change to. Note that the change is confirmed immediately after this operation.

Changing Status

Status can be changed without putting the workflow task into edit mode. For details on status, please refer to the following. Status

Click the current status and select the status to change to. Note that the change is confirmed immediately after this operation.

Reviewing Automatic Workflow Tasks

Approving or Rejecting Workflow Tasks

Events Other Than Asset Access Requests

Display the automatic workflow task to be reviewed in the Task side drawer.
Check the Request Details section in the Task side drawer and select the items to approve or reject (click the checkboxes).
The Approve and Reject buttons in the Task Detail Information panel become enabled. After reviewing the content:
- Click the Approve button to approve.
- Click the Reject button to reject.
A review confirmation dialog box appears.
- Click the Approve button in the dialog box to approve.
- If rejecting, enter the reason for rejection if necessary, then click the Reject button.

Events Related to Asset Access Requests

For details on operations, please also refer to the following. Reviewing Requests

Display the automatic workflow task to be reviewed in the Task side drawer.
Click the Show Inquiry Management button at the top right of the Task side drawer to open the Inquiry Management screen.
Select the target request from the Inquiry Management screen and open the Request side drawer. Review the request.
Click the Allow Access button or the Deny Access button on the Request side drawer.

After the above operations, the status of the workflow task becomes Completed.

Points to Note in Review

Until all request details are approved, updates to catalogs and tag glossaries will not be executed. If only partially approved, the status of that workflow task will automatically change to In Progress regardless of the status before review.
When all request details are either approved or rejected, the status changes to Completed. If approved, the pending updates to catalogs and tag glossaries are executed. If rejected, the pending updates are canceled.

Icon	Notation in Document	Operations Possible on This Screen
	Toggle Display	Toggle Request Display
	User	Display Applicant
	Copy	Copy (Email Address, Workflow ID)
	Calendar	Display Date Selection Calendar
	Exclude	Exclude Setting Information

Icon	Notation in Document	Operations Possible on This Screen
	Display Full	Display the side drawer across the entire page
	Restore Original Display	Restore to the original display
	Close	Close the side drawer
	Share	Copy the URL of the workflow task
	Edit	Edit comments
	Delete	Delete comments
	Sort	Sort subtasks
	Expand	Expand request details
	Close	Close expanded request details

Icon	Notation in Document	Operations Possible on This Screen
	User	Display Assigned User
	Copy	Copy (Email Address, Workflow ID)
	Link	Display Asset side drawer Display the assigned user's User Group screen