Case variables, history and graph

From the case detail, the More menu gives you three views into the case: Variables shows all case values, History shows all completed tasks and Graph shows the process diagram with the case's progress highlighted. Anyone who can see the case can see its variables and history. Only an administrator can open the graph and edit variables.

Variables

The Variables window lists all case variables in a table with their current values: text, numbers, dates and selected list items. It is useful when you are looking for a value that neither the task form nor the case overview shows.

No.ElementPurpose
1CloseCloses the window.
2EditOpens editing of the selected variable. Active only for an administrator.
3Name filterNarrows the list by variable name. The image shows only variables whose name contains “Supplier”.
4Value filterNarrows the list by value, for example by order number.

The list is sorted by name. Checkbox variables show Yes or No, and numbers and dates are formatted according to your language. As with any list, you can export the table.

A regular user does not see technical variables whose name starts with an underscore. An administrator sees all of them.

Editing a variable (administrator only)

In the Variables window, an administrator also sees links to the template and header the case was created from. A link opens the template in a new tab.

No.ElementPurpose
1TemplateNumber and name of the case template.
2HeaderNumber and name of the template header.
3EditOpens the Edit variable window for the selected row. Double-clicking the row does the same.

In the Edit variable window, you change the value using the same field the variable has in the task form: a text field, number, date, list selection or checkbox. Click Save to overwrite the value in the case. If you close the window with an unsaved change, TAS asks whether you want to save it.

Dynamic rows (tables in a variable) are only displayed in this window and cannot be edited. A notice below the table says that scripts are not applied to them.

The change bypasses the template
Editing a variable overwrites the value directly, without the calculations and checks that would run in the task form. Change variables only when you know how the template uses them. A notice below the field warns that the variable change will be announced to all case participants.

History

The History window lists the tasks that have already run in the case, from oldest to newest.

ElementPurpose
Close (1)Closes the window.
Detail (2)Opens the detail of the selected task. Active when you select a task row.
Task nameName of the task. An administrator also sees the Default task name column, i.e. the name from the template.
Solved byWho completed the task. If someone completed the task instead of the assigned solver, for example a deputy, the name is followed by “for” and the name of the original solver.
Date of assignmentWhen the task started.
Actual endWhen the task was completed.
DetailA short record of what happened, for example Task completed.
Row menuThe actions Detail, Nested (opens the subprocess; active only for a task that started a subprocess) and Contact (contact details of the person who solved the task).

A regular user sees only the tasks that the template writes to the history. An administrator also sees technical and automatic steps, for example changes of the case owner or automatically cancelled tasks.

Historical task detail

Double-click a row or click Detail to open the task as it looked when it was completed: a read-only form with all the filled-in values.

The switch at the top toggles between Historical values (variable values at the moment the task was completed) and Current values (today's values of the same variables). This is useful when you want to find out exactly what the approver saw, even if the data changed later. A historical task detail cannot be edited or completed again.

Graph (administrator only)

The Graph window shows the diagram of the process the case runs on and highlights where the case is. The graph is not offered for an archived case.

  • Diagram on the left. The colour of a task's frame, according to the legend, shows whether the task is an Active task (red), a Completed task (green), a Waiting / postponed task or Not yet reached. A blue number next to a task means it ran more than once. Click the number to display the individual runs.
  • Case panel on the right summarises the template, header, initiator, date of assignment, case state, status and tasks in progress. Click a task in the diagram to show its details in the panel, for example the solver and dates.
  • Legend at the bottom left explains the colours. It can be collapsed.
  • Buttons at the bottom left download the diagram as a BPMN file or as an SVG image.

A notice above the diagram says that the graph is composed from the current template and the case's tasks and is for orientation only. If the case does not match the current template, for example because the template has changed since the case was created, TAS warns you and shows tasks that are no longer in the template below the diagram.

Related: Case detail, Case permissions.

Suspending, resuming, archiving and deleting a case

Basic Terms
Syca (opens in a new tab)

Powered by HelpDocs (opens in a new tab)