In Gluegent Flow, each application data that users perform actions such as submitting or approving, is called a "task".
This manual explains how to manage the tasks in Gluegent Flow.
- Create a new task
- Select your belonging group
- Search the model
- Add models to Favorites
- Process the task as the assignee
- Send a reminder to the current assignee
- Abort the task
- Start Over the task
- Copy a created task to create a new one
- Print the created contents
- Leave a comment in the task
- Set the task as urgent
- Track the task status
- Check the task history
- Save the task as a draft
- Bulk download the attached files
- Create the task by delegation
- Process setting
- Use the flow pattern
- Copy the URL of the task
Create a new task
Click "New".
Select a category. The models that have not been categorized will be in "category undefined".
Note：
The categories display here vary depending on the settings.
Select the model from the list.
Enter the required information in each input form.
Note：
The input forms vary depending on the settings.
Set the assignee for the next flow(approval, final approval, etc.).
Click "Add target" at the flow and the Group Selection Panel will appear.
Note：
If you click "Add self", the creator of the task will become the assignee. If "Skip" is checked, the next flow's process will be skipped.
Select the assignee for the next flow and click "OK".
The assignee will be the user you selected.
Note：
The assignee of the next flow can be set as multiple person.
Caution：
The flow's assignee may be set automatically or be unchangeable depending on the settings.
After entering the required information in the input form and setting the assignee of the next flow, click "Submit".
Note：
Button names like "Submit" vary depending on the model settings.
Please ensure that the assignee for the next flow is set. If no assignee is set when you click the button, the following error message will appear.
After processing, an email will be sent to the task creator and the assignee of the next flow.
Note：
The sending of notification emails and the layout vary depending on the model settings.
Select your belonging group
The "Group to which it belongs" option is displayed at the top-right of the screen.
This lists your belonging group(organizations). Depending on the model settings, the assignee of the flow may change based on the assigned group. If you belong to more than one group, please select the appropriate one.
The initially displayed group can be changed in personal settings.
- The belonging group can only be selected when creating a new task. Changes cannot be made after saving the task as a draft, or after the task has been passed back to the first flow.
-
If the model uses a bulletin board, changes to the belonging group will not be saved after creating a new task. Please be caution if you are using any placeholder related to the belonging group.
-
If you changed the belonging group when creating a new task, the change will be reflected in the roles assigned to each flow. However, the placeholder "${applicationSelectedGroup}" will display the group before the change.
Note：
- If you do not belong to a group linked to the root group, no selection will appear under "Group to which it belongs".
- The display order of the groups follows the order sheet. If the order sheet is not set, the groups will be listed in alphabetical order.
→Order Sheet
Search the model
If you have trouble finding the models you want, you can enter keywords in the search box to locate them.
Add models to Favorites
Click ☆ to add your frequently used models to Favorites.
If you click ☆ on more than one model, "Favorites" will appear at the top of the category. You can find the models you clicked ☆ in there.
Click ★ to remove a model from Favorites. The "Favorites" category will disappear if you remove all models from Favorites.
Check here to learn how to manage the task list.
→Operation Instructions for Gluegent Flow - Managing the Task List
Process the task as the assignee
Click "Unprocessed" on the task list screen to check the tasks assigned to you. Click the task from the task list to view the details.
Note：
Please refer to this FAQ to learn about the data displays when you click buttons such as "Unprocessed" or "Completed" on the task list screen.
→What can be found in "Unprocessed" and "Completed" in the task list?
After checking the task details, click the button for next action.
Note：
The button name and the action after clicking vary depending on the model settings.
Check here to learn how to manage the task list.
→Operation Instructions for Gluegent Flow - Managing the Task List
Select the position to process the task
When you process the task, you may be asked to select the position to process.
A input field "You can select multiple accounts" will appear at the bottom of the screen(between "Follower" and "Comment").
If you and your group are assigned as the flow assignee, you need to decide whether to process the task individually or as a group member.
If multiple groups you belong to are assigned as the flow's assignee, you need to choose which group to process the task with.
You can select one or multiple selections to process. If the type of button is "Go to next(all)", you can avoid processing multiple times as a single user.
The position used for processing can be checked in "History".
If another user has processed the task
Sometimes, the message "The task has been processed by other users" appears when you click the button.
This happens when multiple users open the same task, and another user processes it before you.
For example:
Another user processed before you in a flow with multiple assignees.
The creator of the task clicked "Start Over" before you could process it.
Please click "Yes" or "No" when this message appears.
If you click "Yes", the task's latest status will be displayed, and all the contents you entered will be cleared.
If you click "No", you will return to the previous screen, where you can copy the contents you entered before to save them for the latest status.
Note：
In addition to the above examples, the message may appear if you try to process while an Automator Configuration is still running.
Send a reminder to the current assignee
As the creator of the task, you can send a reminder to the current assignee when the flow is stalled.
Click "Created" in the task list, then click the stalled task data.
Click "Send a reminder".
The reminder screen will appear, allowing you to edit the reminder email. You can choose templates created by administrators from "switch template". Click "x" in "Address" to remove recipients. After editing and reviewing the reminder email, click "reminder".
Caution：
If all recipients are removed from "Address", the reminder email cannot be sent. Click "cancel", then click "Send a reminder" to display the reminder screen again.
The following email will be sent to the recipient of the reminder.
Note：
Not only the creator can send a reminder.
For example, the assignee of a previous flow can send a reminder to the assignee of the flow before it.
Abort the task
Click "Created" in the task list, the click the task data you wish to abort.
Click "Abort".
A confirmation message will appear, click "OK".
Click "Created" in the task list, then click "Done" or "All Tasks" to check the aborted task data.
Start Over the task
Click "Created" in the task list, the click the task data you wish to start over.
Click "Start Over".
A confirmation message will appear, click "OK".
The task will return to the first flow. The contents you entered and the flow settings you made will be saved.
You can check in the "History" that the task has been started over.
Copy a created task to create a new one
Click "Created" in the task list, the click the task data you wish to copy.
Click "Copy & New Task".
A new task will be created. The contents you entered and the flow settings you made will be saved.
→What gets copied when using "Copy & New Task"
Print the created contents
Click "Created" in the task list, the click the task data you wish to print.
Click "Print".
A screen optimized for print layout will be displayed. Please print using your web browser's print function.
Note：
When printing, the task number, task name and flow name will be displayed at the top of the screen. The process history will be displayed at the bottom. If you do not want to include these in the printout, please turn on "Print form only" option at the top of the screen.
Leave a comment in the task
The user who process the flow can leave a comment in the "Comment" section.
The comment will be displayed in the "History".
The comment section for the next flow assignee will not retain comments from the previous flow.
If you click "Save for later" after leaving a comment, the comment will be saved. If multiple assignees are set for a flow, one assignee can add a comment and save it as a draft, while another assignee can modify it and process.
Set the task as urgent
If you want to set a task as urgent, check "Alert".
The notification email of an urgent task will have a title start with "【至急】".
The icon displayed in the task list changes from yellow to red after a certain period. However, if set as an Urgent Task, it will turn red immediately without waiting for that period.
Important：
Please turn on the “Urgent Task” only when necessary. If all tasks are set as urgent, approvers will have difficulty determining which tasks to prioritize, which may ultimately delay processing.
Track the task status
You can send an email notification about the current status of the created task.
Check "Send Email Alert".
Note：
The "Send Email Alert" option may not be displayed depending on the model settings.
If you select "Anytime", the notification email will be sent after each process. If you select "Whenever Approved", the notification email will only be sent when the task is completed.
Click "Add Self" to add the creator themselves as the recipient. Click "Add target" to choose the recipient.
Select from the Group Selection Panel, then click OK.
The email will be sent to the selected recipient.
Note：
The contents entered may not be displayed in email body depending on the model settings.
Check the task history
You can check the actions taken by the task creator and each flow assignee in the “History” at the bottom of the task screen.
By clicking the icon in each row of the history section, you can view the contents entered in that flow.
The figure below shows the history of a flow in the “Approval” status.
To return to the latest status, click “Show the Latest Status.”
The display contents of each item are as follows.
Date Received
This shows the date and time when the task was created in the first flow and when it proceeded to the target flow.
For tasks older than one year, it will be displayed in the format of year, month, day, hour, and minute.
For tasks under one year old, it will be displayed in the format of month, day, hour, and minute.
For tasks created on the same day, it will be displayed in the format of hour and minute.
Note：
Depending on the administrator settings, the date and time may always be displayed in the format of year, month, day, hour, and minute.
Date Approved
This shows the date and time when the task was created in the first flow, and when the flow assignee performed actions such as approval.
The display format is the same as "Date Received".
Assigned To
This shows the user who created the task in the first flow and the user who processed in each flow.
Under certain conditions, the assignee’s name is shown in parentheses.
If the task is created by delegation, the selected creator will appear first, followed by the user who delegated in parentheses.
If the assignee of the flow is a group and one member of the group processes the flow, the user who processed will appear first, followed by the group name in parentheses.
If an administrator created the task by delegation from the task list, the administrator's name will appear first, followed by the original assignee in parentheses.
Status
This shows the name of the flow.
Action
This shows the action performed by the assignee.
Comment
This shows the contents entered in the "Comment" section above the process button.
Note：
If the flow has multiple assignees, the comment will be shared when the task is saved as a draft.
Save the task as a draft
When you Creat a new task or Process the model as the assignee, clicking “cancel,” closing the browser, or closing the tab will erase all entered form contents and flow settings. To pause your work while keeping the contents and settings, click “Save as Draft” at the bottom of the screen.
Click "Drafts" from the task list to display the tasks saved as drafts.
Click the task from the list to display the task data.
Note：
Print is not allowed when you create a new task, but you can print a task saved as a draft.
Caution：
If multiple users are assigned as assignees, the entered contents and comments will be shared. For example, if User A enters a comment and saves the task as a draft, then User B opens the task, User A’s comment will be displayed. If User B processes the task without making changes, the comment entered by User A will be processed as User B’s comment.
Bulk download the attached files
For models that allow multiple files attachments, you can bulk download the attached files from the task data.
If multiple files are attached, a bulk download icon will appear. Click the icon to download.
Enter the "file name" and select the files, then click "Download". The "file name" is initially set to the model name. The files downloaded in bulk will be compressed into a ZIP file.
Create the task by delegation
Click "▼" from the task list, then click "Delegate".
Click the model you want to create the task with.
Click "Add target" at the first flow.
Select the intended creator from the Group Selection Panel and click "OK".
Enter the required contents and click the button such as "Submit". The following message will appear, click "OK".
Important：
- The task data will not appear in the created task list of the user who created it by delegation.
The task saved as a draft will also not appear in the draft list of the user who created it by delegation.
This is because the task does not belong to the user who created it by delegation but to the user set in the first flow. - In flows where roles are set, the assignee may not be assigned correctly.
Process setting
If there are many flows and setting the assignee each time is time-consuming, or if you want to share flow settings, you can save the process settings and reuse them.
Save the process setting
Set the assignee of the flow as usual.
Under the flow section, find "Process setting", then click “Select process setting” and “Save the flows”.
Click "Save" to save the process setting.
- Pattern Name
- This is the pattern's name. You can set any name you like. The name you set will be displayed as the pattern in the process setting.
- For Private
- Only the user who saved the pattern can use it.
- For Shared with everyone
- All users in the domain can use the pattern.
The pattern set will be saved.
Note：
The process setting is saved only for one model. If you want to set the same process setting for another model, you need to set it for each model.
You can create multiple patterns.
Use the process setting
Under the flow section, find "Process setting", then click “Select process setting” to use the saved patterns.
The patterns saved will be displayed in the pattern list.
Select the pattern. The flow will be set according to the saved settings.
Important：
- The process setting will not be applied to flows that have already been processed.
- If the model is set to be unchangeable when creating, the process setting will not be applied.
- If you change the flow name, the process setting will be cleared. Please set it again.
The message "Renewal of some nodes were not completed for the reason of the model having been updated" will appear in cases such as when the model is updated.
For example, if the assignee of the flow is set to be unchangeable, the message will appear because the assignee from the saved pattern cannot be assigned.
Copy the URL of the task
Click the icon on the right side of the task name to copy the task's URL.
The URL will be copied to the clipboard.
※The screen captures in this article are taken as of March 2025.