How to Use Tasks

In this article, we will review how to work with Tasks in Flows. A Task allows you to say if the user will be adding, editing or viewing data. Represented as a rectangle, a Task is tied to a specific TrackVia resource such as a form or a view.   After dragging a Task onto the canvas, you select whether the end user will create a new record, look at a view, or edit an existing record. Depending on which option is selected, the Edit Panel will present different options.  You can also change the label of the Save button, so if it is the first step of many, you can label your button "Next" to indicate to the user that there is more to do!   

The Add option allows the end user to add a new record using any of the forms in the app. The Edit option allows the end user to edit record data using any of the forms in the app. The View option allows the end user to view and search for record data using any of the views in the app.  Admins can streamline the search experience for their end users by selecting the type of search, i.e., how the user will find the record they need to access. There are three options for searching:
  1. Choosing from a Grid - This will bring the end user to a view in which they can select a record.
  2. Find Using a Barcode Scan - From a mobile device, this option will launch the scanner for the user to scan a barcode with. From a Computer, this option will behave the same was as choosing from a grid.
  3. Find Using a Variable - This option give you the ability to automatically run a search. This is the primary way to navigate an end user to a specific record or set of records.  By selecting Find Using a Variable, Flows can pull a previously entered value and use it to search through the specified view.

Note: Searching by a variable uses the regular search bar of a view. Therefore, any record with a field matching any part of the value will be returned.

For example, if your Record ID is comprised of a date field and other components, and the view you are searching contains the Record ID and date fields, then searching by a date can potentially bring back all records that contain the same date and present more results than you want.

Best practice is to minimize the number of fields within the view being searched to avoid conflicts. This means if you are searching by the Record ID, the best case scenario is to have only the Record ID in the view.

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