The task list is the first screen displays when you access Gluegent Flow. This manual explains how to manage the task list.
Types of the task list
In the task list, you can see different types of tasks, such as the tasks assigned to you and the tasks you created.
Click the types like "unprocessed" or "created" to display the tasks you want to view.
Unprocessed
This shows the tasks that you can process as the assignee of the Flow.
→View the tasks you can process
Completed
This shows the tasks that you processed as the assignee of the Flow.
Some of the tasks you created will show in here. You can view all the tasks you created in "Created".
If a group or other users are also assigned to the flow, tasks that you have not processed will also be displayed.
Expected
This shows the tasks that you can process.
If you are assigned to the later flow, the tasks will be shown.
Depending on the flow settings, you may not need to process certain tasks.
→View the tasks assigned to you
Inquiry
This shows the tasks that you are authorized to view.
Reference permissions are granted by the administrator and may also be assigned automatically based on the model settings.
→View the tasks you can refer to
Created
This shows the tasks that you created.
Drafts
This shows the tasks saved as drafts.
Tasks saved as drafts by clicking “Save Draft” at the bottom of the screen will be displayed.
Draft tasks saved before creation can be deleted from this list.
→View the tasks saved as drafts
View the tasks you can process
Click "Unprocessed" to view the tasks you can process. By default, “All Tasks” is selected. “My Tasks” displays tasks assigned only to you. “Group Tasks” displays tasks assigned to members of your group.
An icon indicating the task status is displayed to the left of each task.
The meanings of the icons are as follows:
Medium Priority: Tasks that have been open for a certain period.
High Priority: Tasks that have been open for a longer period.
Urgent Task: Tasks marked as "Urgent Task" by the user.
No Icon → Regular Task.
View the tasks you processed
Click "Completed" to view the tasks you processed. By default, “All Tasks” is selected. “My Tasks” displays tasks assigned only to you. “Group Tasks” displays tasks assigned to members of your group.
Caution：
・The tasks you created will not be displayed in "Completed". They will be displayed in "Created".
・The tasks you restarted or sent back will be displayed here.
・If the flow itself is skipped, the task will not be displayed here even if you or your group is assigned to it.
View the tasks assigned to you
Click "Expected" to view the tasks assigned to you. By default, “All Tasks” is selected. “My Tasks” displays tasks assigned only to you. “Group Tasks” displays tasks assigned to members of your group.
Important：
Tasks displayed here are those assigned to you (or your group) in a flow that comes after the current one. Tasks will also appear here if the “Skip” option is checked or if the flow is set to be bypassed. Therefore, the tasks shown here are not only the tasks assigned to you.
Caution：
If you are the assignee of the current flow, you will not be displayed here even if you are assigned to a later flow.
View the tasks you can refer to
Click "Inquiry" to view the tasks you can refer to. By default, “All Tasks” is selected. “My Tasks” displays tasks assigned only to you. “Group Tasks” displays tasks assigned to members of your group.
Caution：
If the logged-in user belongs to a large number of groups, a red error banner may be displayed.
Note：
Reference permissions are granted through:
①Automator Configuration "Grant Browsable Authority".
②The administrator function “Data List.”
③Input form "Bulletin Board".
For more details, please contact the Gluegent Flow administrator.
View the tasks you created
Click "Created" to view the tasks you created. By default, “All Tasks” is selected. “My Tasks” displays tasks assigned only to you. “Group Tasks” displays tasks assigned to members of your group.
Note：
Tasks you created are usually displayed only under “Created.” However, if they are resubmitted due to being sent back or restarted, they will also appear under “Processed.”
View the tasks saved as drafts
Click "Draft" to view the task data saved as draft.
Refresh the task list
The data displayed in task list screen(Unprocessed, Completed, Expected, Inquiry, Created, and Drafts) is not updated automatically. If new data is added or changes are made, click “Refresh” to update the screen.
Note：
You can also click the buttons such as "task" to refresh.
Search for the task data
You can search for the task data you wish to view.
Caution：
The task data displayed after searching varies depending on the logged-in user.
Search by keyword
Enter keyword in the search box.
Click “Search” (magnifying glass icon) or press the Enter key.
Tasks that match the specified keywords will be displayed in the list.
Note：
The currently selected list is the target of the search. For example, if “Task List” is displayed, the search will return tasks from the “Task List” that match the specified keywords. To change the search target, select the list before searching.
Multiple keywords can be specified. To enter multiple keywords, separate them with spaces.
The target fields for searchable task data are listed in the table below.
| Search Target | Example Input |
|---|---|
|
Model Name |
"Regular Application", "Transportation Expense Application" |
|
Task Name |
"Regular Application", "Transportation Expense Application" |
|
Task Number |
"20241010-00001" |
|
Creator |
"Peter" |
|
Entered Contents |
"I moved." "Application" ※Including attached file's title. |
|
Comment |
"Approved" |
|
Assignee |
"Paul" |
Search by options
You can search by options.
Click the downward triangle.
Enter or select search criteria, then click "Search".
- Keyword
- Matches the previously mentioned keywords.
- Types of the task list
- Search from Unprocessed, Completed, Expected, Inquiry, Created or Drafts.
- Category
- Select the category of the model.
- Application model
- Select the model you created. The dropdown will display models that match the category selected above. If no category is selected, this option cannot be selected.
- Application date
- Specify the range of the task created date.
- Task number
- Search by the task number of the created task.
- Creator
- Enter the email address of the creator. Click "+" to display the Group Selection Panel.
- Approver
- Enter the email address of the second and subsequent flow assignees. Click "+" to display the Group Selection Panel.
- Task status
- Select from unfinished tasks, completed tasks, or all tasks. This option is not available for Unprocessed, Scheduled, or Draft tasks.
- Attachment
- Check this option to search only for tasks with attached files.
Note：
The specified criteria are applied as AND conditions in the search.
When you search by options, a circle mark will appear on the downward triangle.
To remove the filter applied by the option search, click the downward triangle and then click “Clear”.
Caution：
- If you enter a part of a word as a keyword, it may not match.
Example: Google > OK / Goo > NG - If a keyword consists of multiple segments, unintended tasks may appear in the results.
Example: Auto Update > Searches as "Auto" AND "Update"
To search for an exact phrase, enclose it in double quotation marks.
Example: “Auto Update”
Sort
The data displayed in each list can be sorted by specific fields.
Fields that can be sorted are underlined. The currently applied sorting field is indicated by the upward triangle (ascending order) or the downward triangle (descending order).
The sortable fields for each list are as follows:
| List | Sort Key |
|---|---|
|
Unprocessed |
Process name, Date Submitted, Date Received |
|
Completed |
Process name, Date Submitted, Processing |
|
Expected |
Process name, Date Submitted |
|
Inquiry |
Process name, Date Submitted, Processing |
|
Created |
Process name, Date Submitted, Date Approved |
|
Drafts |
Process name, Date Received |
Delete tasks from the task list
In "Completed", "Inquiry", "Created", "Drafts", a trash can icon is displayed for deleting tasks from the list.
To delete a task from the list, check the checkbox for the target task data and click the trash can icon.
This action only removes the task from the list. The data itself remains and can still be viewed by other users or administrators.
Caution：
- For "Drafts", this action will delete the task.
- For "Inquiry", this action will revoke your reference permission.
- Tasks cannot be deleted from "Inquiry" if you have been granted reference permission by the task creator or a flow assignee.
- When “Group” is selected, tasks displayed under “Processed” or “Referable” cannot be deleted.
Note：
The display setting of "delete from list" button are managed by the Gluegent Flow administrators.
->Domain settings - Domain setting > "delete from list" button setting
※The screen captures in this article are taken as of March 2025.