Description:

This step retrieves detailed lists of open and overdue tasks for a selected Process Definition.

The Get Open and Overdue Task List workflow step analyzes the specified Process Definition, retrieves all currently open and overdue workflow tasks, and stores each list separately in FlowWright Variables or Global Variables. Optionally, the generated lists can include tasks from subprocesses and display column headers for reporting purposes.

Unlike the Get Open and Overdue Task Summary step, which generates an aggregated summary, this step returns detailed task lists that can be used for operational reporting, dashboards, notifications, SLA monitoring, or downstream workflow processing.

This step provides an efficient way to automate workflow monitoring, management reporting, escalation processes, and operational dashboards.

The step supports:

• Retrieving detailed open task lists
• Retrieving detailed overdue task lists
• Selecting a Process Definition
• Optional inclusion of subprocesses
• Optional display of column headers
• Separate storage of open and overdue task lists
• Integration with FlowWright workflow reporting

This step can be used for:

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

Usage:

The Get Open and Overdue Task List step is typically placed within scheduled workflows, reporting processes, management dashboards, or escalation workflows that require detailed information about outstanding work items.

The workflow analyzes the selected Process Definition, retrieves separate lists of open and overdue tasks, optionally includes subprocesses and headers, stores the results in Variables or Global Variables, and makes the information available to subsequent workflow steps.

A typical workflow might look like this:

Once the task lists have been generated, later workflow steps can:

• Send management reports
• Populate dashboard widgets
• Generate HTML or PDF reports
• Trigger escalation workflows
• 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 “openTaskListProcessDef” example.          

• Create a new definition named “openTaskListProcessDef” and open it in designer mode. 
• Drag an “openTaskListProcess” step to the canvas.
• Connect the dots between the “Start” and “openTaskListProcess” steps, as shown above. 
• Define a variable or a global to store the result. 
• Click the "openTaskListProcess" 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 open tasks and expired task lists. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "openTaskListProcess" 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 List step, FlowWright analyzes the selected Process Definition, retrieves separate lists of open and overdue tasks, optionally includes subprocesses and column headers, and stores the generated results in the configured Variables or Global Variables. If the operation completes successfully, the workflow follows the True return path. If the selected Process Definition cannot be found, the task lists 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 populate both Variables and Global Variables with the generated task lists and return True upon completion.

Tips:

• Enable Include Subprocesses when reporting should cover the complete workflow hierarchy.
• Enable Display Headers when the generated task lists will be included in reports, emails, or dashboards.
• Store open and overdue task lists in separate Variables or Global Variables to simplify downstream processing.
• Schedule this step to run periodically for automated operational reporting.
• Combine the generated task lists with HTML templates or PDF generation steps to produce management reports.
• Use the retrieved information to identify workflow bottlenecks and SLA violations.
• Use the True and False return paths to implement appropriate reporting and exception handling.
• Combine this step with Send Email, Generate Report, Task Summary, REST Call, 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 definitions and task information.
• Open Task List and Expired Task List are generated independently and stored in separate Variables or Global Variables.
• When enabled, Include Subprocesses includes task information from child process instances.
• Display Headers is intended for reporting scenarios where labeled output is preferred.
• If no open or overdue tasks exist, the generated lists may be empty while the step still completes successfully.
• This step retrieves workflow information only and does not modify process instances or task assignments.
• 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
• Display Headers option
• Open Task List variable mapping
• Expired Task List variable mapping
• Security permissions
• Environment-specific settings

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

Click here to download the sample file.