Creating custom Task Views

Create a Task View so that a user can use it to complete the work that is assigned to them.

Designing a Task View

A Task View contains fixed and configurable UI components.

Controlling what Task View is displayed to a user

An object type can have multiple Task Views that are enabled. You define rules that determine what Task View is displayed to a user. A Task View can be displayed:

  • For all or specific profiles.
  • If the value of an enumeration field on an object is a specific value.
  • If the signed on user matches the value of a user field, for example, is the owner or assignee.

For more information, see Controlling which views are displayed to users and Defining a Task View.

When users access an object type that does not have an enabled, valid Task View, no view is displayed.

Task Views for adding and managing files

Task Views are used to support adding and managing files. For more information, see Defining Task Views for file object types.

Fixed UI components in a Task View

Table 1. Fixed UI components of a Task View
UI component Description
Task View header A Task View header is always displayed. The object type and object name are always displayed in the Task View header and cannot be hidden.
Work area The work area is always displayed.
Activity tab The Activity tab is displayed if a user has the Audit Trail application permission.
Field guidance icon Field guidance for each section is displayed if at least one field in the section is defined with a field description.
Search button (magnifying glass)
 The search icon is always displayed. Use it to search for fields in the view.
Watson Language Translator button If IBM Watson® Language Translator has been configured for the current object type and the signed on user has the Watson Language Translator UI permission, Watson Language Translator button displays in Task Views. It displays regardless of whether there is text that can be translated. The icon requires no configuration in Task Views. For more information, see Translation services.

Configurable UI components in a Task View

Table 2. Configurable UI components of a task view
UI component Description
Task View header You can configure fields and the Actions button in the Task View header.

For more information, see Defining a Task View header.
Work area You configure the content of the work area by defining sections and adding fields to each section.
Inline guidance You can add inline guidance.

For more information, see Adding inline guidance.
User guidance You can add user guidance that includes information text, a list of key items, and the ability to validate actions.

For more information, see Adding user guidance.
Adding fields to sections Fields are organized in sections.

For more information, see Adding a section.

Organizing fields into columns You can organize fields in columns.

For more information, see Arranging fields in columns.
Defining colors for enumerated field values You can add colors to values in enumerated field values.

For more information about how to apply colors to field values, see Defining enumerated string fields.
Applying color ranges You can apply colors to value ranges for decimal, integer, and currency data types.

For more information about how to apply colors to field value ranges, see Defining fields and adding them to field groups.
Displaying alternative field labels You can change the locale to display alternative field labels.

For more information, see Applying alternate field labels.

Reviewing and associating related objects You can add the ability to review and associate related objects, for example, a primary parent or child objects.

For more information, see Adding a card layout and Adding a grid layout.

Applying dynamic filters when associating related objects You can apply dynamic filters when associating related objects using a card or grid relationship field.

For more information, see Defining dynamic filters on actions in relationship fields.

Adding new objects You can provide the ability to add new objects.

For more information, see Adding actions to relationship fields.

Copying objects You can provide the ability to copy objects.

For more information, see Adding actions to relationship fields.

Adding files (attachments) You can add the ability to add files (attachments).
For more information, see:
Delete objects You can provide the ability to delete child objects.

For more information, see Adding a Delete action.

Adding tree diagrams to display object relationships You can display object relationships in a tree diagram.

For more information, see Adding a tree diagram.

Adding charts to display object relationships You can display object relationships in a chart diagram.

For more information, see Adding a chart diagram.

Displaying related objects as a count You can display related objects as a count.

For more information, see Adding a count.

Organizing relationship fields in tab groups. Organizing relationship fields in tab groups
Accessing a natural language processing service You can provide the ability to make suggestions using a natural language processing service.

For more information, see Adding a classifier field that makes taxonomy suggestions and Adding a classifier field that makes object association suggestions.
Adding URL links You can add URL fields that display as buttons or links.

For more information, see Displaying a URL launcher field as a button or link.

Defining a Task View

A Task View definition contains basic information and rules. When used, a Task View enables a user to complete work that is assigned to them.

Before you begin

Plan and design the Task Views. For more information, see Designing a Task View.

If you define multiple Task Views for an object type, see Controlling which views are displayed to users.

If you define Task Views that allow users to add file attachments, see Defining Task Views for file object types.

Turn on the Display debug info feature. For more information, see Displaying debug information.

About this task

Each object type can have one or more Task Views that are enabled.

Custom views can be edited. System views open in read-only mode and the Design tab is hidden.

Procedure

  1. Click Open Administration menu Administration menu > Solution Configuration > Views.
  2. Click New View.
  3. Enter a Name. Allowed characters are A-Z, a-z, 0-9, underscore, hyphen, and spaces. Special characters are not allowed.
    The Name that you enter is copied to Label.
  4. Optional: You can either leave the Label as a copy of Name, or you can enter a new Label.
    Click Edit to enter localized values.
  5. Enter a Description.
  6. For the type of view you want to create, select Task in View Type.
  7. Select an object type in Object type.
  8. If you started creating a new view by clicking Copy view in View Designer, Copy from view doesn't appear and you can continue to the next step.
    In Copy from view, click Select a view to start with a base view that you can modify. If you do not select a view to copy from, the new view is empty with just the minimum properties.

    You don't have to copy from the same type of view that you want to create. For example, you can choose to copy from an Admin View even if you want to create a Task View. When you copy from a different view type, only compatible sections are copied to the new view. For example, not all view types have a Parent and child relationships section.

    1. Click the Filter by drop down and select the type of view that you want.
      You can also use the search to find a specific view.
    2. Select the view that you want to copy from.
    3. Click Select.
  9. Leave Enabled selected.
  10. Select Use as default view for this object type for all profiles to make the view the default view for the object type.
  11. If you didn't select Use as default view for this object type for all profiles, you can click Rules and specify the criteria that determines the view that is displayed to a user.
    1. Set View Priority to determine the order in which to display views.
      If multiple views are available for a user after the profile, enumeration, and user rules have been checked, View Priority determines the view that is displayed to the user. The view with the lowest value is displayed first. For example, 0 is displayed first, then 1, then 2.
    2. Set Rule Operator to one of the following options:
      • Logical AND of all rules

        All of the rules (profile, enumeration rules, and user rules) must be met for the view to be shown to a user.

      • Logical OR of all rules

        Any one of the rules (profile, enumeration rules, and user rules) must be met for the view to be shown to a user.

    3. Optional: In Profiles (if not specified, view is valid for all profiles), select one or more profiles.
    4. In Enumeration rule, you can set a view to display if the value of an enumeration field on the object is a specific value.
      1. In Rule Field , select the field that the rule is based on.
      2. In Rule Condition, select the condition. For example, select equal (=) or not equal to (<>).
      3. In Rule Value, select the value that the rule tests against.
      4. Click Enumerated Rule Plus icon to add more enumeration rules.
    5. In User rule, you can set a view to display if the signed on user has the role of the value that is selected.
      For example, is the owner or assignee of the object.
      1. In Rule Field , select the field that the rule is based on. For example, select assignee or <object> owner.
      2. Click User Rule Plus icon to add more user rules.
  12. Click Create.
    The View Designer opens with the Design tab displayed.
  13. Design the view. For more information, see Defining and publishing views with the View Designer.
  14. Click Preview to review the view.
  15. Click Publish.
  16. Test the view. Every time that you change the view or the rules, you must publish it and retest it.

What to do next

If you need to change the rules after a view is saved, click Edit view icon.

Defining Task Views for file object types

To support adding and managing files (attachments) in Task Views, define a Task View for the File (SOXDocument) object type.

Before you begin

Complete the following prerequisites:
  • Define Task Views for object types, for example, Controls and Issues, that allow file attachments. Add a grid relationship field where Object Type is set to File and Relationship Type is set to children. The Add/Update button automatically displays in a grid relationship field. It is used to upload new files to the selected object. If you add an Association action, users can also associate files that are already uploaded to other objects. They can also disassociate files by selecting a row and clicking Remove.
  • Review the Creation Views for the File (SOXDocument) object type. A Creation View for files is required to add file attachments in a Task View. Use the system view for the File object type as is or create custom views. For more information, see Defining Creation Views for file object types.
  • Configure whether Microsoft Office documents can be opened and edited directly from OpenPages. For more information, see Enabling and configuring the opening of Microsoft Office files.

About this task

In the following example, a Task View for Audit objects contains a grid relationship field for files. An Audit object is open and you can upload a file by clicking Add/Update or dragging a file to the Task View. You can also click Associate action to associate an existing file to the object and Remove to disassociate objects.

Figure 1. Example of a Task View for files
Grid relationship field that shows how to add an attachment

For more information about relationship fields, see Adding a grid layout.

In addition to having a relationship field for files in a Task View, you must also define Task Views for the File object type. When you click a file name in a grid relationship field for files, the Task View for the File object type opens.

Define one Task View for the File object type and use it for all parent object types. Alternatively, define multiple Task Views for the File object type and use rules to control which Task View for files is displayed for each parent object type.

OpenPages uses version control and file locking in the file repository. When you work in a collaborative team environment, files are checked in and out to ensure that changes made by one team member will not be overwritten by another team member.

Version management and the ability to check in and check out files are always enabled. The check in and check out icons require no configuration. You can, however, control whether a Versions element in a Task View for files is displayed. It allows you to view and work with multiple versions of a file.

In this example, the Task View for the Files object type is defined with File Name, Description, Document Type, Folder, Active, Last Modification Date, and a Versions element.

Figure 2. Example of a Task View for files
Task view for files is used to display information about file attachments

Task Views are also used when users view files from the Primary menu Primary menu icon > Attachments > Files task.

Task Views are also used when administrators view system files from the Open Administration menu Administration menu > System Configuration > System Files task. System Task Views are provided for the objects types for system files.

Procedure

  1. Follow the instructions in Defining a Task View to define a Task View.
  2. Select File in Object type (or one of the system file object types).
  3. Add fields to the Task View.
  4. Drag a Versions element to a section. This element allows you to view and manage multiple versions of a file. It is unique to Task Views for files.
    1. Apply rules to the Versions element (optional). For more information, see Configuring rules.
    2. Click Done.
  5. Click Done.