Description:

This step retrieves a summary of open and overdue workflow tasks for a selected Process Definition.

The Get Open and Overdue Task Summary workflow step analyzes the specified Process Definition, identifies active tasks that are currently open or overdue, generates a summary of the task information, and stores the results in a FlowWright Variable or Global Variable.

Optionally, the step can include tasks from subprocesses, providing a consolidated view of outstanding work across the entire business process hierarchy.

This step provides an efficient way to automate operational reporting, workflow monitoring, SLA tracking, dashboard generation, and management notifications.

The step supports:

• Retrieving open task summaries
• Retrieving overdue task summaries
• Selecting a specific Process Definition
• Optional inclusion of subprocesses
• Storing the generated summary in a Variable or Global Variable
• Integration with FlowWright reporting and workflow automation

This step can be used for:

• Workflow monitoring
• SLA reporting
• Operations dashboards
• Management reporting
• Process analytics
• Escalation workflows
• Business process automation

Usage:

The Get Open and Overdue Task Summary step is typically placed within scheduled workflows, reporting processes, operational dashboards, or escalation workflows that monitor business process execution.

The workflow retrieves open and overdue task information for the selected Process Definition, optionally includes subprocesses, stores the generated summary, and allows later workflow steps to process or distribute the information.

A typical workflow might look like this:

Once the task summary has been generated, later workflow steps can:

• Send management reports
• Create dashboard widgets
• Trigger escalation workflows
• Generate KPI reports
• Call REST APIs
• Archive operational reports
• Continue workflow execution

The selected Process Definition must already exist before this step is executed.

Example:

Let’s build and execute the “TaskSummaryProcessDef” example.          

• Create a new process definition named “TaskSummaryProcessDef” and open it in designer mode. 
• Drag a “TaskSummaryProcess” step to the canvas.
• Connect the dots between the “Start” and “TaskSummaryProcess” steps, as shown above. 
• Define a variable or a global to store the result. 
• Click the "TaskSummaryProcess" step to configure its "Required" properties. Provide a name for the step. Select the process definition from the drop-down list. Provide a variable or a global reference to store the lists of open and expired tasks. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the "TaskSummaryProcess" step to configure its "Optional" properties. Select “ON” to include the subprocesses, then click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Get Open and Overdue Task Summary step, FlowWright analyzes the selected Process Definition, retrieves information about all open and overdue tasks, optionally includes subprocesses, generates the summary, and stores the result in the configured Variable or Global Variable. If the operation completes successfully, the workflow follows the True return path. If the selected Process Definition cannot be found, the summary cannot be generated, or an internal processing error occurs, the workflow follows the False return path. Click the process step to view its properties. The step should successfully generate the task summary, populate the configured Variable or Global Variable, and return True upon completion.

Tips:

• Schedule this step to execute periodically for automated operational reporting.
• Enable Include Subprocesses when reporting should include the complete workflow hierarchy.
• Store the generated summary in a Global Variable if multiple workflow steps require access to the results.
• Combine this step with email, reporting, or dashboard workflows to distribute task status information.
• Use the generated summary to identify SLA violations and overdue work items.
• Review task summaries regularly to improve workflow efficiency and resource allocation.
• Use the True and False return paths to implement appropriate reporting and exception handling.
• Combine this step with Send Email, REST Call, Generate Report, Create Dashboard, or Conditional Routing workflow steps to automate operational monitoring.

Notes:

• The selected Process Definition must already exist within FlowWright.
• The executing workflow must have permission to access process and task information.
• When enabled, Include Subprocesses includes open and overdue tasks from child process instances in the generated summary.
• The generated summary is stored in the configured Variable or Global Variable for use by subsequent workflow steps.
• If no open or overdue tasks exist, the generated summary may contain no task entries while the step still completes successfully.
• Invalid Process Definition selections or insufficient permissions may cause the step to return False.
• This step retrieves workflow information only and does not modify tasks or process instances.
• The workflow should include appropriate handling for both True and False return paths.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition page.

Note: Verify and complete any missing configuration after importing the sample, including:

• Process Definition selection
• Include Subprocesses option
• Summary Variable or Global Variable mapping
• Workflow variable definitions
• Security permissions
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.