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Using the Winshuttle Workflow Task List for document workflows

The Winshuttle Task List is the portion of a Document workflow site that displays all the tasks currently assigned to you. The Winshuttle Task List allows you to monitor your tasks, complete assignments, view task details, and more. The default view for the Task List shows only the tasks for the site you are currently viewing. The All Sites option displays all the tasks assigned to you, spanning all the sites that you are a member of.

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NOTE: By default, items listed in yellow are due within seven days and items listed in red are overdue.

Approving and rejecting tasks

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  1. In the Winshuttle Task List, hover over the task, and then click the drop arrow.
  2. Click Approve/Reject.

  3. Review the document and add comments.
  4. To reassign your task to another person, select a name from the Swimlane drop-down list.

    Note: If you select another user to whom you want to reassign the task, the buttons will change to include Reassign.

  5. Click one of the following : Approve, Reject, or Cancel.

Completing multiple assignments

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If you have been assigned a task that is eligible for Bulk Approval, you can complete multiple assignments in one step.

NOTE: See Approval Node Properties (Composer) for additional information about Bulk Approval.

  1. Click the Winshuttle Task List title.
  2. In the View list, select Bulk Approval.
  3. From the drop-down list, select a document library.
  4. For each assignment that you want to complete, select either Approve or Reject.
  5. Click Complete Selected.

Viewing Winshuttle history

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The Winshuttle History gives you a detailed account of a document as it was being routed. It includes each revision, the participants in the process, and the assigned/completed date of their tasks.

  1. In the Winshuttle Task List, hover the mouse pointer over a task, and then click the drop arrow.
  2. Click Winshuttle History

Viewing SharePoint properties for a document

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  1. In the Winshuttle Task List, hover the mouse pointer a task, click the arrow next to the task name, and then click Properties.
  2. Click Close to return to the Winshuttle Task List.

Filtering the Task List to display specific task types

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  1. Open a document workflow site.
  2. Click the header of the Winshuttle Task List to open it.

    Winshuttle task list

  3. From the View drop-down list, select the view you want to use:
    • Active Tasks—presents all of your tasks that are currently running.
    • Due Today—presents all of your tasks that are due today.
    • Bulk Approval—allows you to approve or complete multiple items. Bulk Approval must be enabled in a workflow task in order for it to display in this view. See the Winshuttle Designer Process Guide for more information.
    • All Tasks—presents all of your tasks.

Modifying the Winshuttle Task List Web Part

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The Winshuttle Task List Web Part can be configured with several options to determine how and what it displays. If you are an Administrator, the changes you make will apply to all users who access this Document workflow site. If you are not an Administrator, the changes only apply to your view of the Document workflow site.

NOTE: Administrators have access to all Web Part options. Non-Administrators have access to only some of the Web Part options.

  1. Go to the Document workflow site for which you want to modify the Winshuttle Task List Web Part.
  2. Click the arrow next to the Winshuttle Task List Web Part, and then select one of the following from the menu:
    • If you are an Administrator, select Modify Shared Web Part. The changes you make will apply to everyone who accesses this Document workflow site
    • If you are not an Administrator, select Modify My Web Part. The changes you make will apply only to you.
  3. Expand the Winshuttle Settings section to display the settings you can modify. Modify the Workflow settings as desired.

    See Web Part Configuration Options (below) for a description of available options.

  4. Click Apply, and then click OK.

Web part configuration options

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The following table describes Web part options, and which options can be edited by standard users (i.e. not administrators).

Administrators can edit all available Web part options.

Setting

Description

Configurable by standard user?

Columns

The document library columns that are displayed in the Web Part. Multiple columns can be displayed by separating their names with a comma (such as Type, Name, State, Revision).

No

Due Date Format

How to format due dates that show in this Web Part. This is the standard .NET date formatting functionality.

Yes

Dynamic Refresh

Dynamically updates the web parts without reloading page or resubmitting data.

Yes

Empty Message

The message to display when there are no assignments.

No

Filter

Displays items that match a condition. The condition’s syntax is the same as Transitions in a workflow (such as [Cost] > 1000 && [opRev2] == "yes").

No

Maximum To Display

The number of documents to display before pagination of the listings begins.

Yes

Overflow Behavior

How the Web Part should behave if the number of items exceeds its boundaries on the screen. Select one of the following options:

  • AllPages: Includes numbered pages at the bottom when the Maximum To Display number is exceeded. 
  • DetailView: Includes a single link that will take the user to the detail view for the document library. 
  • PreviousAndNext: Includes arrow links to take the user to the previous and/or next page. 
  • Scrolling: Provides a scrollbar and no paging is used.  In the case of the Scrolling setting, Maximum To Display will be ignored.

Yes

Scrolling List Height

The number of pixels that the Web Part should be set to if the Overflow Behavior is set to Scrolling.

Yes

Show Color Warnings

Displays the color warnings for your assignments. Yellow tasks are pending and red tasks are overdue.

Yes

Show Due Date

Displays the due date for your task.

Yes

Show Logged In As

Indicates whether to show the name of the currently logged in user in the footer of the Web Part.

Yes

Show Process Time

Displays the time the process was initiated.

Yes

Show Search

Indicates whether or not to show the search control in the Web Part. This control is a text box and button that searches for a string in the Assignments.

Yes

Show Site Control

Indicates whether to show the control on the left that allows you to display assignments for only the current site or for all sites.

No

Show Sites

Displays the site the task originated from. This is only displayed if the AllSites feature is activated, either by default through the Site Scope setting, or manually by the user via the AllSites option.

Yes

Show Task Name

Indicates whether to include a column in the Winshuttle Task List that shows the name of the task, which is the name of the node in the workflow.

Yes

Site Scope

Select one of the following options:

  • AllSites lists all tasks assigned to you, spanning all sites that you are a member of (the default setting).
  • ThisSite lists only assignments for the current site.

No

Sort Column

The name of the column to sort by in the default view of the Web Part.

No

Sort Direction

The default direction for the default sort.

No

Validate SharePoint Items

Indicates whether the Web Part should validate that each item against which a process is running actually exists. If this option is turned on, it will take longer to render the Web Part, since each item has to be validated. If it is off, the Web Part will render more quickly, but there could be invalid items. (The system will handle this properly and give a message that the item no longer exists.)

No