Select one of the following Worklist actions by clicking the drop-down arrow next to the work item:

Feature	Icon	Description
Open Form		Selecting Open Form will open the work item in the selected forms technology such as InfoPath, an ADO.NET form or SmartForms
Action(s)		Displays the actions available on the task such as Approved or Review
View Flow		This feature provides a detailed view of the actions taken during the process, see the View Flow topic in the K2 blackpearl User Guide for more information
Release		This feature provides the ability to release an item that has been opened enabling other destination users to action the item
Sleep		Pauses or suspends a work item for a period of time. The work item is visible but cannot be actioned
Redirect		This feature allows a user to send the selected work item to a specific workflow participant to process. The work item will be removed from  the current users Worklist and will appear in the selected user's Worklist.
Share		Allows a work item to be allocated to a different user for processing. The work item will appear in both the users' Worklist. The first user to select the work item will process the item

The "Sleep" action allows you to pause or suspend a work item for a period of time. The work item is visible but cannot be actioned.

To pause or suspend a work item click the drop-down arrow next to the work item and select Sleep. Select a Sleep option.  

Feature	Description
Basic
Breakfast tomorrow	The item is paused until 8 AM the following day
Lunch tomorrow	The item is paused until 1 PM the following day
In a week from now	The item is paused until 8 AM the following week
Date
Date	Select the calendar icon to specify a date until which the task item must Sleep until.

The “Redirect” action allows you to move a work item to another user. Once you Redirect a work item, that item will not be available on your own worklist but it will appear on the other user’s worklist, and he/she may open and complete the item.

To Redirect a work item to a different user click the drop-down arrow next to the work item and select Redirect. The Redirect window will open. Search for Users, Groups or Roles. 

Feature	Description
Search	Type part or the full name of the user, group or role the task is to be redirected to and click the Search icon
Match	Click on the drop-down and select the match option such as Contains, Equals etc to use in the search
Label	Click on the drop-down and select the security label to use in the search
Search Result	Displays the names returned from the search. Select the user the task will be redirected to

The “Share” action allows you to share the selected work item with another user. Once you Share a work item, that item will still be available on your own worklist but it will also appear on the other user’s worklist, and either one of you may open and complete the item. 

To share a work item with a different user or users click the drop-down arrow next to the work item and select Share. The Share window will open. 

Feature	Description
Add	Click Add to add a user or users to share with
Remove	Click Remove to remove the selected user from the list
Shared with	Displays a list of users the work item will be shared with

 Click the Add button to share the item with a user, group or role. More than one user can be added.

Feature	Description
Search	Type a user's name in the Search box.
Match	Click on the drop-down and select the match option such as Contains, Equals etc to use in the search
Label	Click on the drop-down and select the security label to use in the search
Recent	Displays the name of the user or users returned from the search

The "View Flow" action provides you with a detailed view of the actions taken during the workflow of the selected work item. See the View Flow topic in the K2 blackpearl User Guide for more information

To view the flow of a work item click the drop-down arrow next to the work item and select View Flow. The View Flow of that specific work item will open. The Workflow tab of the View Flow represents the steps of the workflow and which route has been taken. In the example below we can see that the “Manager Approval” task was completed with an outcome of “Approved”, and the workflow is currently waiting for the “Finance Manager Approval” task to complete

Process Summary

When clicking on the Start activity, the Process Summary dialog opens which contains the Overview and Process Data tabs.

The Overview tab contains the details of the Workflow.

Feature	Description
Name	This is the Name of the Workflow as configured in any of the K2 designers
Description	This is the Description as configured in any of the K2 designers
Version	This is the version of the Workflow for which a Workflow instance was started
Status	This is the status of the Workflow instance e.g. completed, active, error etc
Start Date	This is the date that a Workflow instance was started
Finish Date	This is the date that the Workflow instance was finished
Running Duration	This is the actual duration of the Workflow instance from the start until the present or until completed.
Originator	This is the person where the Workflow instance originated from, i.e. the person who started the Workflow instance
Folio	This is the Folio used when the Workflow instance was started

The Process Data tab contains the details of the Workflow Data Fields. Columns can be re-sized by dragging the column lines as required. If the value of a Data Field or XML Field has changed in the process, a View link will be displayed. Click on the link to view the changes or hover over the item.

Feature	Description
Name	The name of the data field
Value	The value of the data field
Last Change	If the current value is different from the initial (default) value, this field will be populated with the date it was changed.
By	If the current value is different from the initial (default) value, this field will be populated with the person who last changed the data field

 

Activity Summary

When clicking on an Activity, the Activity Summary dialog opens which contains the Overview, Participants, Process Data tabs.

The Overview tab contains the details of the specific Activity. 

Feature	Description
Name	This is the Name of the Activity as configured in any of the K2 designers
Description	This is the Description as configured in any of the K2 designers
Status	This is the status of the Activity instance e.g. completed, active, error etc
Start Date	This is the date that an Activity instance of the workflow was started
Finish Date	This is the date that an Activity instance of the workflow was finished
Running Duration	This is the actual duration of the activity from the start until the present or until completed
Outcome	This is the Outcome as configured in the User Task

The Participants tab contains the details of the participants of the activity. Columns can be re-sized by dragging the column lines as required.

Feature	Description
User	The user who participated in the Activity instance of the workflow
Date Started	This is the date that an Activity instance of the workflow was started
Date Finished	This is the date that an Activity instance of the workflow was finished
Status	This is the status of the Activity instance e.g. completed, active, error etc
Action	This is the Action performed by the participant. The available actions are related to the Outcomes as configured by the workflow designer

The Process Data tab contains the details of the Workflow Data Fields. Columns can be re-sized by dragging the column lines as required.

Feature	Description
Name	The name of the Data Field
Value	The value of the Data Field
Last Change	If the current value is different from the initial (default) value, this field will be populated with the date it was changed.
By	If the current value is different from the initial (default) value, this field will be populated with the person who last changed the value

• The Refresh interval can be changed in the web.config file by editing the value in the following node:

  <add key="ViewFlowRefreshTime" value="30" />

  The web.config file can be found in the following location:

  Program Files\K2 blackpearl\WebServices\ViewFlow

  
  

  The value is recorded in seconds and the minimum value that can be applied is 15 seconds. 

• The Task Start Date displays in days for the last week with the exception of current date which is displayed only as the time. When hovering over the task, the specific date is shown. Tasks started prior to a week before are displayed in date format. Following is an example if the current date is a Thursday:

  Monday

  Tuesday

  Yesterday

  11:28 PM