Paused Workflows/Projects not to display Tasks as an Assigned or In Process Status

Monika Pickard 2 years ago in Productivity Management updated by Amelia Ross 6 months ago 20

Tasks associated with Paused workflows continue to show up in Task Inbox as an Assigned and In Process tasks. This creates a usability issue as users can’t distinguish between the tasks that they should advance ) and the tasks that they should consider paused.

This was part of Release 113 and is in Production now.  Tasks of all Statuses that are part of a paused project will no longer appear in the normal Task Inbox list - they can only be accessed by using the Paused Projects filter. 

Thank you for your suggestion Monika.

This is currently being worked on.


Aprimo is going to address this by adding a new "Paused" status category in the Task Inbox.  So paused Tasks would no longer appear in the Assigned or In Process filters.  Users would have to switch to the "Paused" filter to see them similar to how they can switch and see a Closed tasks.

This work is being assigned to a team.  Work should begin in February and hopefully be released in March but we will keep you posted on our progress.

Hi Aprimo Team, any update with this solution. Our users are still dealing with how to notice which tasks are paused. For example, some user work on tasks by attending the older ones, create the attachments, designs, etc time inverted, then they proceed to close the task and Pum, the wall of "This task cannot be closed due the status of the project". So the complains about it are very loud for us. I will appreciate your fast response. Thank you

This issue is causing serious confusion for our user community. Users have tasks assigned to them that they can edit and work on but they cannot close. The error that appears when they try to close the task mentions nothing about the project being paused. I then, as the admin, have to go dig to see if the project is in fact paused to confirm that is why they are getting the error.

What about adding an additional Task Menu category "Paused" and have those tasks fall into that category.  That way they are still there, but in another category and can be called upon whenever needed.  Once they are unpaused, they go back into the Assigned or In Process?

Is there any update on this? Currently the paused tasks are still showing in the Task Inbox and users are able to act -  at least partially - on the task.

It's not until the user attempts to close that the "cannot close due to status of workflow" message appears. At this point, it's too late.

For example, a designer accessed annotations, made them, uploaded the new version and then went to close the task. It was at this point he got the "cannot close" message which was too late - he'd already made revisions he thought needed to be made.

I'm adding to this conversation a little late but from Pacific Life's standpoint we would prefer the paused project tasks to not even show in the Task Inbox.  Our second preference would be for the grayed out buttons or some other indicator.  This has caused increased confusion with our users as we get more users using the Task InBox.  The home page My Tasks list does not match the Task InBox (My Tasks does filter out paused projects). 

I agree. AIG would prefer paused tasks to not show in the Task Inbox at all. It causes confusion and clutters the inbox. And to Paul's point, paused tasks are automatically removed from My Tasks so that causes more confusion, and it stands to reason if paused tasks are removed from My Tasks that they would automatically be removed form the Task Inbox. 

We recommend not having them display in the Task Inbox - or somehow having the ability to filter them out. This recommendation is based upon our users who may have more than 100 projects and tasks in flight. Including paused project tasks causes unnecessary visual disruption when users are processing work.

So my only concern with simply filtering it out is that could be confusing as well right?  As a user I looked yesterday and I have 3 tasks to do this week.  I login today and now I only have 2 tasks but I did not close anything yesterday so where did my task go.  One disappeared from my list but why?  Did it get re-assigned to someone else?  No actually the project is just on "Pause" so it is now hidden.  I guess I feel that could be just as confusing but maybe I am overthinking it.

Monika, my thought was we put something visual on the Task tile in the list on left hand side that shows it is paused AND we grey out the button just in case they still try to use it.  So my thought was to make it visual to the user on the tile.

I will defer to customers opinions on this though.  Is just having the task disappear okay and the desired approach?

Just spoke with Monika and she agrees that a greyed out button and some indication of a paused task/project would be perfect. 

I suggest filtering them out of the Task Inbox list.  It just causes confusion.

Agreed. Needed. Paused tasks cause a lot of confusion and frustration for users. Additional work for managers and admins to stop, look and explain.

Ideally it would be beneficial to have it be visual and very apparent that it's paused without hovering over greyed out buttons. Sometime are endusers assume something is incorrect when they see items that are greyed out. Are there notifications that to out when Projects are paused?  Ideally once they are paused and once they are unpaused.

Would you want to simply filter them out of the Task Inbox by default?  Or maybe we can somehow display on the Card on the Task Inbox that the project is currently paused?  Maybe disable the "Accept" or "Close" buttons with a hover text message saying the project is paused so this task cannot be worked at this time?

Anyone else have thoughts on this?

Filtering out are paused tasks would be ideal - to then be repopulated when in process again.But the hover task text is a good idea too. It does cause a lot of confusion among our reviewers, who can't access a task. I believe there is some language currently but it's very generic and doesn't mean anything to the reviewer/voter.