Search for Tasks (Activities)

[P. Nordqvist]

Hi,

How can I search for Tasks in Hornbill?
I know there is a possibility to filter the Activities View, but as example is there any way to search for the Task ID, Details or Assigned To?

Cheers
Per

[Daniel Dekel]

Hello @P. Nordqvist,

In the Activities View you have a basic search and some filter buttons on the right hand side.

If you want to search for a more specific thing you can create a view and add different filters to it.

Here are the list of things you can filter on. ID is not available as it is a hidden field and description is also not available because of performance reasons.

Yo can also create sub-filters in the Board View for each lane.

Hope this helped,

Daniel.

[P. Nordqvist]

Thanks Daniel,

I assumed this was the way to go. Now I have it confirmed. As you said I told my colleague as well, the Task ID is normally a hidden field that should not really be used for referencing Tasks.

Cheers
Per 

[Jeremy]

@Daniel Dekel on a similar vein, we create tasks as part of a BPM process but I cannot find a way of searching for them. I have used the title 'CERF' as this appears in all task titles, but as I cannot seem to find tasks that are given to other teams etc.

Is there an easy way of searching for this?

[Daniel Dekel]

Hi @Jeremy,

You can't see or search tasks that are not assign to you or teams that you are a member of.
That would break the tasks privacy.

Hope you understand this.

Thanks,

Daniel.

[Jeremy]

@Daniel Dekel we create tasks to ask different teams information about requests or to fill in forms (via bespoke tasks) which we can view in the request, but we need a way of reporting on these so that we can get the information out of the system to report to other departments etc.

Is there a report that we can write or a database query that we can run to return the information that was entered in a task?

[Jeremy]

We would also like a way of reporting on these tasks so that we can see how many are being completed by a team or by a user, I'm not sure if this is possible either?

[Hornbill Staff DR]

Hi @Jeremy

for maximum visibility, reporting would be the best approach here. As Daniel has pointed out, the visibility model for tasks is very much focused around the task owner and task assignee.

Lets start by looking at a simple widget to show who has been completing tasks. This requires the Advanced Analytics module found in Hornbill Administration and we can utilise a chart style widget returning data via the "SQL Group By" data type. The data source would be something like below:

The configuration above is very general and would return tasks completed by all users, including an "N/A" column as we're looking at all tasks. We haven't yet filtered on status (Assigned, completed, etc.).

To ensure you're just focusing on completed tasks, add the filter: h_state = 4 and this will get rid of the "N/A" results.

Setting the date column to "h_completed_on" allows us to begin looking at the data over certain time periods, for this to take effect it's necessary to select the desired "Sample Period" in the field that immediately follows.

If you're interested only in the tasks completed by users that belong to a particular team (or other Hornbill group), it will be necessary to enhance the filter. The following will acheive this:

h_state = 4 AND h_completed_by IN (select h_sys_account_groups.h_user_id from h_sys_account_groups WHERE h_sys_account_groups.h_group_id = "MYCOMPANY/IT/SERDSK/")

Replace "MYCOMPANY/IT/SERDSK/" with the ID of the group that you're interested in. This can be obtained from your organisation structure.

If you're keen to understand the other task status values, these are as follows (taken from https://api.hornbill.com/docs/_types/taskStateType ):

    <xs:enumeration value="assigned" esp:mappedValue="1"/>
    <xs:enumeration value="accepted" esp:mappedValue="2"/>
    <xs:enumeration value="complete" esp:mappedValue="4"/>
    <xs:enumeration value="rejected" esp:mappedValue="5"/>
    <xs:enumeration value="cancelled" esp:mappedValue="10"/>
    <xs:enumeration value="expired" esp:mappedValue="16"/>

I hope that helps, let me know if you need some help with other task-related reporting requirements! The application entity viewer that may help with the identification of columns when building more metrics and reports: https://wiki.hornbill.com/index.php/Application_Entity_Viewer

Dan

[Jeremy]

@DanielRi Thank you so much for your help, it has worked for us