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Celonis Product Documentation

Involve business users with Tasks

Introduction to Tasks

In some cases, a Skill should not be triggered fully automatically but needs the approval of the Business User before being executed. Therefore, a specific incident first triggers a Task which can then be resolved by the Business User taking one of the proposed Task Actions. These actions are again automatically executed.

Note

Tasks can only be created for Records which have a unique Record Identifier. This is configured in the Knowledge Model for the respective Record.

Note

Check also the other "Notes" in this guide! They highlight parts of the configuration that potentially lead to errors when not done properly.

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Step by step guide
Step 1: Create a new Skill in your package
  • Define a Skill name.

  • The Skill key will be automatically created. The Skill key is unique and can be used to refer to a specific Skill throughout the EMS.

  • Optional: Add a Skill description.

  • Click on "Create".

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Step 2: Set up the Smart Sensor as trigger of the Skill

The purpose of a Smart Sensor is to react automatically upon a specified data incident, also called Signal, which can be defined in the filter statement(s).

  • In the Skill that you created in Step 1, click on "Add a Sensor".

  • Select "Smart Sensor" which you can find in the "Celonis" category.

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  • Select the inputs for your Smart Sensor (for a detailed description of the configuration, see Celonis Smart Sensor:

    • Knowledge Model in which you defined the filter.

    • Record to which the Smart Sensor is related.

    • Add one or several filter(s)

    • Choose the State of the Smart Sensor to be "Active" if it constantly runs in the background.

  • Click on "Save".

  • Click on "Add Next Step".

Note

Note: Alternatively, a Manual Sensor can be used instead of the Smart Sensor. For more details and the differences between those two options, see the section "Manual Task creation" below.

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Step 3: Add a Task
  • Select "Create Task" which you can find in the "Tasks" group.

  • Configure the Task by:

    • Giving a Task name (required): The name will later be displayed in the Task List.

    • Selecting an Assignee (required): Select an email address or a group name from the drop-down menu.

    • Choosing a Task Label (optional)

    • Adding a Description (optional): This information will be displayed when hovering over the info button in the Task List.

    • Choosing the Task Attributes (required): Select the attributes you want to display with the Task in the Task List.

  • Click on "Save".

  • Click on "Add Next Step".

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Step 4: Create Task Actions
  • Give a name to the Action that the Business User can trigger and add a description optionally. The description will be displayed to the Business User as a tooltip when hovering over the Task Action button in the Task List.

  • You can optionally add more Task Actions if the Business User should be able to choose between several Actions for this Task.

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Step 5: Add Actions to your Skill

You can add arbitrary many Actions to your Skill.

Note

Note: In order to connect to a third-party system or to a Celonis internal application, make sure that you set up all needed connections and assign them to connection variables correctly. For more detail, see Process Automation Settings.

Step 6: Testing and publishing your Skill
  • When you have defined all required inputs, click on "Test" to monitor the Test Execution Logs. This will only be possible if all the required inputs are defined.

  • Edit the Skill where appropriate and click "Publish" to execute the Skill for all existing incidents.

Note

Note 1: The Skill creation is only completed when the Skill is published - saving is not enough if you want the Skill to be active.

Note 2: Once a Skill is published the Smart Sensor checks for new incidents constantly and executes the Skill automatically if applicable. New incidents can occur due to a data model reload or due to updated filter conditions in the Knowledge Model (see Step 2. Saving the modified Knowledge Model counts as an update - you don't necessarily have to publish it.

Step 7: Monitor and Edit your Skill
  • Monitor the Execution and the Sensor Logs of your Skill by clicking on "Logs":

    • The Execution Logs show how often and when the Skill was executed and which path was taken (fields in green).

    • The Sensor Logs show how many new incidents were detected by the Smart Sensor, when they were detected and if they were resolved.

  • Edit your Skill by clicking on "Edit" and "Publish" again once all changes are made.

Note

Note 1: When you publish the edited Skill the changes will directly apply to all existing Tasks as well as to the ones created in the following executions. But you have to make sure to publish your package - saving is not enough.

Note 2: A resolved Task will not be opened again when publishing the edited Skill. New open Tasks will only be triggered for new incidents but in this case, the incident stays the same.

Execution Logs:

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Sensor Logs:

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Step 8: Visualizing Tasks

To visualize the created Tasks, we recommend creating a Table from which a Profile View can be opened via a link. The Table contains all attributes of interest and will be called Action Table as it shows if and how many open Tasks exist on the respective objects. The Profile View can comprise a Task List among others which give more details about the Tasks on the object you are looking at.

Create an Action Table
  • Create a new Action View or edit an existing one.

  • Create a new Table in this View or edit an existing one. For a general guide on how to set up Tables, please see Configuring a Table.

  • Adjust the Table for it to become an Action Table. For the configuration, see creating Action Table.

Create a Task List on a Profile View and link it to the Action Table
  • Create a new Profile View. For more information, please see Views.

  • Add a Task List to the Profile View as a component. To do so, please see Task List.

  • Add other possible Components to the Profile View.

  • Create the link from the Action Table to the Profile View by editing the Table. See Linking a Table to a Profile View.

Manual Task creation

The step-by-step guide above describes how a Smart Sensor can be used as the trigger to create a Task. In addition, it is also possible to create Tasks using the Manual Sensor. The following table describes the main differences between those two options.

Task created by

Smart Sensor

Manual Sensor

  • Task is created automatically when the Smart Sensor detects the defined event/incidence

  • Task can only be resolved automatically by the Smart Sensor

  • An individual Task can be created by User A. As an option User, A can choose the name, description, or Assignee (User B) for this Task.

  • Whenever User B (or A or another User C with the right permissions) decides that this Task is resolved, this user can change the status of the Task manually to resolved.

To distinguish those Task types in the Task list, an icon highlights those Tasks which have been created by a user.

When hovering above the icon, the name and contact of the Task creator are shown.

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Combination of Smart Sensor Task 2) and Manual Tasks 4), 6)

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Use Cases for Manual Tasks
  • Manual Tasks can be created via default actions. (e.g., a User selects one or several items in a table via the checkbox and then creates manual Tasks and assigns them to one of his team members)

  • The creation of a Manual Tasks can also be one of the Task actions of another Task that was created by a Smart Sensor (see screenshot with a combination of Smart Sensor Task and Manual Tasks). In this case, the Smart Sensor will only resolve the first Task while the others have to be resolved by a User.

Setting up manual Task creation

You can follow the step-by-step guide above. The only difference is that the first three entries in the "Create Task" action (shown in the screenshot on the right side) have to be filled by the user. If a Smart Sensor is used those are filled automatically by the Smart Sensor in the background and are not even displayed to the user.

Additional inputs when creating a manual Task

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Additional information on Task configuration

(warning) For further information on Tasks (e.g., Assignee or Status) see the guide on Task configuration.

FAQ
  1. What if the Tasks I just set up don't appear on my View? Make sure that you published your package - new Skills only get executed when being published, not when being saved.

  2. How to reset my Tasks/Alerts? If a monitor does not detect certain incidents anymore, the alerts and tasks get resolved. If it detects these again, new alerts are created and skills are triggered again. So if you want to reset your tasks/alerts, just adjust the filter so that no Signals are found anymore (and publish the package), and then reset it to the initial state (and publish the package). For resetting, we recommend a filter condition that cannot be met by any item such that all Tasks get resolved for sure.

  3. What happens if I interact with tasks from the studio? The tasks shown in studio and in business views are the same, so interactions in the studio do have an effect on the tasks shown to business users in the published version as well.

  4. What if I don't want to display certain Tasks any longer? You have two options to do so: You either change the status manually to "Close" or you resolve all Tasks of that kind by editing the filter condition in the Knowledge Model sensor. For more information on these two possibilities, see Task Status . In both cases, the respective Tasks will vanish from the Action Table.