Flows: Using Tasks
A Task in the Flow Builder allows you to create a step where the user will either add, edit, or view a record in TrackVia. 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, 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 the task 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. The dropdown for an Add task will display all the forms in the app.
It is important to note that Limited Users in TrackVia (see item 1 in screenshot below) can only be assigned one Add form per table in under Roles (item 2 below). Selecting a form for an Add task other than the Add form assigned to the table for a Role will cause errors (see Limited User Errors in Flows). A user can Edit a record with multiple forms (see the Tasks article) but it is very important that for each Add task in your Flow you select only the Add form assigned to the appropriate table for the Role.
You will not be able to save the Flow without selecting a form for an Add task, so we recommend you identify your Add form and update Roles accordingly before starting to build your Flow.
The Edit option allows the end user to edit record data using any of the forms in the app. The Edit task can be used to update a record created in a separate step of the Flow, or even a record created in a separate Flow. Examples include adding time at the end of a day to a production report that was created earlier, or adding line items to an assigned work order.
Edit tasks cannot start a Flow--you must first either use a View task to find the record you wish to edit, or an Add task to create the record. See Best Practices for more recommendations on structuring your Flows.
View Tasks allow users to view and search for record data using any of the Views in the app. Examples include allowing users find records assigned to them, find open records requiring additional information, or look up parent records to summarize child records, such as finding the parent purchase order after adding line items.
Admins can choose from three search options when configuring the View task.
Choosing from a Grid: This will bring the user to a view in which they can select a record.
This method is useful when you want users to select from a limited view, such as jobs that have been assigned to that user or department, or tickets requiring a response. Even if you want users to be able to select from a list of records, admins can create a better end user experience by using filters to ensure the View contains a minimal number of records.
If there is only one record in the View, TrackVia will automatically open that record and proceed to the next step in the Flow. Creating Views specifically for Flows that have restrictive filters--such as by application user or for today’s date--can greatly streamline the user experience. See Best Practices for more information about building Views for Flows.
Find Using a Barcode Scan: When used in the mobile app, a View task with this method selected will launch the barcode scanner on a mobile device. TrackVia will then open the record matching the scanned barcode in the next step. In the web app, this option will behave the same as choosing from a grid.
Find Using a Variable: Use this method if you want to automatically direct your end users to a specific record. For example, the screenshot below shows a Flow where crew leaders select a daily production report, add material as a child record, and then review that parent daily production report. To find that daily production report at the end of the Flow, we searched a view using a variable.
Item 1 shows the View assigned to the Parent Lookup task. In this case, the view is a grid of open production reports filtered by Crew Leader. Item 2 shows which variable will be used to search that assigned View. In this case, it’s the Record ID from item 3, a previous task in this Flow. As long as the Record ID is unique--so there is only one item matching that variable in the assigned View--this Parent Lookup task will be seamless for the end user. TrackVia will automatically search the View, find the Record ID matching the production report, and open that record in the next task.
Find Using a Variable works the same as using the search bar on a View. Any record with a value matching any part of the value will be returned. For example, if the Record ID in the example above is comprised of a date field and other components, and the View you are searching contains the Record ID as well as date fields, then the results of the variable search could potentially bring back the matching Record ID as well as all other records containing that date in the date fields. In this scenario, the user would have to select the appropriate record from the search results. To resolve this issue, you can create a view for this Flow that only contains the Record ID, which eliminates the possibility of unintended matches. For more information on building Views for Flows, see Best Practices.