Proposed solution is based on Patrick’s approach for workflows.
We need to provide a generic way to handle changes in entities. Tasks should be accessible from one place on UI and created with signals on backend site of application.
All modules should be able to make contributions to main Tasks Page. There will be 2 types of Users interacting with the tasks:
Task Triage is responsible for managing what users can work on certain tasks.
Task Executor is person responsible for finishing the task. They’re defined as group of users.
Proposed flow of tasks:
In this scenario Tasks are defined on backend and triggered on specific actions.
User Interface
We will need one new view that will handle functionality for both Task Triage and Task Executor.
For Task Executor:
View serves as a point in which user can check theirs tasks and complete BusinessActions on them. Search criteria are used to filter on standard task fields (mentioned later on in this document).
For Task Triage:
View serves as a point in which user can check theirs tasks and complete BusinessActions on them. Search criteria are used to filter on standard task fields (mentioned later on in this document).
Source defines an entity Requesting the change.
Type represents what kind of task user has. Different types of tasks can have other BusinessActions.
Entity informs about what object is being changed (specific individual, beneficiary, etc.)
Preview is an action allowing user to check how task affects the state. In case of beneficiaryupdate it could display modal explaining what changes will be applied.
businessStatus allows user to take proper action on given task. Possible approach for this field is different for different task groups. It could be for instance Approve/Reject changes in update request, or set new amount for policy adjustment request. It could be a 3 dot menu, dropdown, or text inputs.
Assignee is group of users that are authorized for completing the task. Task executioner groups should have assigned approval policies which determine when given task is considered finished by the group. It could be: at least one approval, approval threshold, all members approval
Status represents current state of the task. According to the FHIR standard and our current needs we should have following states:
Received - when new tasks appears in the system
Accepted - when task is assigned to the executioner
Completed - when changes were approved by executioner
Failed - when changes were not approved
This view shows all existing tasks in the openIMIS application. It is a low level placeholder to which other modules can contribute to. In graphic below Benefit Plan Tasks is a contribution from SocialProtection module. Most of the entities is similar to ones in “My Tasks” view.
If given user is a Triage but not Executor of a task, BusinessStatus is blocked.
If give user is a Executor but not Triage of a task then Assignee is blocked.
Entities
Stories
Story 1 - Task Creation: As a system, when a certain event is triggered, I want to create a new task so that the corresponding workflow can be started.
Story 2 - Task Management: As a Task Triage I want to have access to all tasks I’m eligible to manage (e.g. BenefitPlanTasks).
Story 3 - Task Assignment: As a Task Triage I want to assign specific tasks to previously defined user groups.
ALT: As a system, when a new task is created, I want to assign it to a user or group based on predefined rules so that the task can be executed by the appropriate party.
Story 3 - Task Execution: As a task executor, I want to see only the relevant information for the entity page and be able to validate information as necessary so that I can complete the task without confusion or errors.
Story 4 - Task Completion: As a task executor, when I finish a task, I want to update its status so that the system can determine the next steps in the workflow.
Story 5 - Workflow Progression: As a system, when a task is completed, I want to determine the next steps based on the current workflow implementation and status so that the workflow can progress smoothly.
Story 6 - Group Management: As a Task Triage I want to create/update/delete group of task executioners that can be assigned to specific tasks.
Use Cases
Use Case 1 - Task Creation:
Actor: System (Triggered By Event or Mutation)
Trigger: Action in the system. (e.g. User Uploading Data / New Request in API)
Preconditions:
TaskCreation action is listening to event.
Main Flow:
The user performs certain action in the system.
The event attached to this action is triggered
TaskReceiver binded to the event gets new action
New Task object is created with status RECEIVED
Task is saved in storage
New Task appears under “My Tasks” view for certain Task Triages
Extensions:
N/A
Postconditions:
The task is created.
Task Triage can assign task to group.
Use Case 2 - Task Assignment:
Actor: Task Triage (User)
Trigger: New task was added to the system
Preconditions:
Task Triage has access to manage certain task
Main Flow:
Task Triage goes to the “Tasks” view
Under specific extension point tasks (like Benefit Plan) Task Triage selects a group of users that will work on given task from the list of groups.
Status of the task changes to ACCEPTED
Postconditions
Group of executioners that had task assigned to them can see new task under “My Tasks” view
Extensions:
Tasks could be automatically assigned to the groups based on rules
New task is saved in the system.
TaskCreate event is triggered
Based on criteria task is assigned to one group
Alternative Flow - Task Rejected :
Task Triage goes to the “Tasks” view
Task Triage doesn’t approve the task and changes status to REJECTED
Use Case 3 - Task Execution:
Actor: Task Executor (User)
Trigger: Task was assigned to the group of users
Preconditions:
Task Executor user belongs to the group that has task assigned to them
Main Flow:
Task Executioner goes to “My Tasks” view.
Task Executioner reviews the task.
Task Executioner open “Preview” that shows them edited entity.
Task Executioner Accepts the changes.
Task status is changed to COMPLETED
Trigger for specific status completion is invoked (“completeAction” from Task entity)
Postconditions:
The task is signed off by User
The task is marked as COMPLETED
“completeAction” event is triggered with “Data” stored in Task as an input
Extensions:
3a. Task Executioner could have possibility to edit information in the “Preview” tab. This would become useful in the long term as Tasks wouldn’t only reefer to actions outside the flow, but be actual part of it. Implementation of action would change from tasks to task. For instance in Claim workflow user could have edit options on certain fields (but not all of them, it’d be specified by task type and contributed UI).
Alternative Flow - Other Group Policy :
4. If user’s approval was not enough to mark the task as completed then further actions are awaited for
5. Status remains the same
Alternative Flow 2 - Task Failed:
4. User doesn’t approve the changes and Rejects them instead of accepting
5. Task status is changed to failed
6. Task event is not triggered
Use Case 4 - Group Creation:
Actor: Task Triage (User)
Trigger: N/A
Preconditions:
Task Triage has access to create Task Executioner Groups
Main Flow:
Task Triage goes to Users → Task Executioner Groups (added as extension)
Task Triage select users that will be in scope of the Group
Task Triage select GroupPolicy from dropdown
New Task Group is created
Postconditions:
Created group can be assigned to the tasks by the Test Triage
Extensions:
2a. We might want to add restrictions based on the user roles / rights / locations in terms of creating groups to keep them coherent?