Getting Started with Inbox

Working with the Inbox on a Computer

The Inbox helps you easily view and manage all the tasks you have rights to see. Navigate between your tasks and team tasks, and view team management options.

You can access the inbox page either with the inbox button in the navigation bar or click Laserfiche Forms in the top left or the App picker.

When a business process is run as a test process, a "- Test" identifier is appended to the task name.

ClosedSee a video on the Laserfiche Forms App

The Laserfiche Forms App lets users securely manage tasks, start processes, and complete forms from anywhere with features like offline access and real-time notifications. This enables on-the-go productivity by giving users full control over workflows and improving responsiveness and collaboration outside the office.

Navigating to Tasks

On the left, you can easily navigate to different sections of tasks.

My Tasks

This tab includes the following options:

  • Open Tasks:The tasks assigned to you that have not been started. You can start or directly approve the task on the right. Learn more about assigning tasks
  • Drafts: The tasks assigned to you that you started but did not finish. Tasks appear here when you click Save draft in the top right of a user task.
  • Unassigned Tasks: The tasks you can perform but that have not been assigned to anyone specific. If you are a team manager and not a team member, you must go to the Unassigned Tasks section in the Team Tasks tab to see unassigned tasks. If you make a team manager also a team member, the team manager can see the tasks in the Unassigned Tasks section of the My Tasks tab. Once a task is assigned to someone, the task is removed from the Unassigned Tasks section.
  • Completed Tasks: The tasks you have completed. This section displays the 5,000 most-recent completed tasks with a link at the bottom to display more. The number of completed tasks displayed can be adjusted by changing the GridLoadLimit value in the Advanced Options page of the configuration site.

Team Tasks

This tab includes the following sections that display tasks based on the team you select from the top drop-down:

Example: The following selection displays tasks for team Accounts Payable.

  • Assigned Tasks: The tasks assigned to you for the selected team.
  • Unassigned Tasks: The tasks anyone on the team can perform but that have not been assigned to anyone specific. Team managers who are not also team members can only see unassigned tasks in this section. If you make a team manager also a team member, the team manager can see the tasks in the Unassigned Tasks section of the My Tasks tab. Once a task is assigned to someone, the task is removed from the Unassigned Tasks section.
  • Completed Tasks: The tasks you completed. This section displays the 5,000 most-recent completed tasks with a link at the bottom to display more. To modify the default display limit, go to your cf_options table.

Modifying Displayed Completed Tasks

In the Completed Tasks tab, you can view the tasks that the signed-in user completed, which includes forms submitted, processes started, and user tasks finished. The tab displays the 5,000 most recent completed tasks with a link at the bottom to display more. To modify the default display limit, go to your cf_options table.

Completing Tasks

In the center of the Inbox, you can complete tasks, resize columns headers, manage displayed columns, and more.

To complete a task:

  1. Select a task in the middle of the page.
  2. Complete the form that pops up.
  3. Select an action button.

When you submit the form, the process automatically moves to the next task in the process. If you are assigned that task, and the process is set to load the following task automatically, the task will appear in your inbox. If you do not have time to complete the form, save it as a draft. The task will be available in the Drafts section of My Tasks. You can complete the task later, or you can reassign the task, save it, and the draft will be removed from your inbox. If you begin working and dislike your changes, click the X in the top right to return to your last saved draft.

Viewing Task Details

Select a task and then use the right pane to see more task details. The pane has a few sections. The first provides details about the task, including to whom the task is assigned, when it is due, and the task priority. The second provides an overview of the history of the tasks completed in the process.

Assigning and Releasing Tasks

Each task in the inbox is either assigned or open. For each task, you can assign, reassign, and release a task, depending on the task assignment and the section you select on the left.

To assign or release a task:

  1. Select a task.
  2. Select one of the following options:
    • Click the Assign selected tasks to yourself button to place the selected task in Open Tasks for My Tasks or in Assigned Tasks in Team Tasks. You can also select the Assign to me button in the top right of a task you are working on.
    • Click the Reassign selected tasks button to reassign the selected task that is assigned to you.
    • Click the Release selected tasks button to place the selected task in Unassigned Tasks.

Changing Due Dates and Priorities on Tasks

  1. Select a task.
  2. Select one of the following options:
    • Click the Modify selected tasks' due dates button in the toolbar to modify the due date of the task.
    • Click the Modify selected tasks' priorities button in the toolbar to modify the priority of the task.
  3. Specify the due date or priority.
  4. Click Save.

Working with the Inbox in the Laserfiche Forms App

Using the Laserfiche Forms app, you can access your Forms inbox to complete tasks assigned to you, search for and fill out specific forms, add images from your mobile devices to forms, and more.

Navigating to Tasks

If you're assigned tasks as part of a Forms process, you can view and complete those tasks from the Forms inbox. The number of tasks will be listed at the top of the task page.

Example: When employees submit travel requests, you need to approve them. Once you approve them, an email is automatically sent to the travel coordinator to make travel arrangements.

To view and complete tasks

  1. Tap My Tasks from the Forms inbox. If you're not in the inbox, tap the menu button at the top left. The first 20 tasks will be displayed and you can scroll to load more. You will see the task name due date, priority, and assignment details.
  2. To navigate your tasks, you can sort them, search by task name, and switch between the following task types:
    • Open: View all active tasks currently assigned to you.
    • Drafts: Access any task or form you started and saved without completing.
    • Unassigned: Review tasks that are available for you to claim.
    • Completed: See all tasks you have finished.
  3. Tasks are automatically sorted by the date they were assigned. To change how tasks are organized, use the drop‑down menu at the top and select one of the following options:
    • Date Assigned
    • Due Date
    • Priority (urgent, high, medium)
    • Task name
    • Ascending
    • Descending
    • Newest to Oldest
    • Oldest to Newest

    • Note: Priority is set automatically based on settings in the business process's user tasks. Learn more.

  4. Under Open, tap any task to view its details or begin completing it. To quickly locate a specific task, use the Search button in the top right corner.
  5. The task page will appear showing you the form you need to act on. You can use the options at the bottom to save the task as a draft, release it, reassign it, edit its due date, or edits its priority.
  6. Review the form and tap an action button (i.e., Approve) to complete the task.
  7. If you need to update multiple tasks at once, long‑tap any task—or tap Select at the top—to choose one or more items. Once selected, use the options at the bottom of the screen to:
    • Update due dates
    • Change priority
    • Reassign tasks
    • Release tasks

Team Tasks

Laserfiche Forms uses teams to organize and route tasks. Tasks can be assigned to an entire team and be visible to all team members in a central list. From this list, team members can choose to complete tasks or managers can directly assign tasks to specific team members. Team tasks are listed under Teams on the app home page. Tasks assigned to a specific team member will also appear in the My Tasks section for that user.

Note: You will only see a list of teams you are a member of.

To view team tasks

  1. Tap Team Tasks from the Forms inbox. If you're not in the inbox, tap the menu button at the top left.
  2. Tap the name of the team you want to view tasks for.
  3. The tasks under Assigned have been assigned to a user on the selected team. These tasks will also appear in the My Tasks section for the user they are assigned to.
  4. The tasks under Unassigned can be claimed by any member of the team, or a manager can assign them to specific users. Team members can see unassigned team tasks under Unassigned in their Forms inbox.
  5. Completed team tasks will be under Completed.

Optional:

  • Tap the Sort drop-down at the top to sort the tasks by date assigned, due date, priority, task name, newest to oldest, earliest to latest, etc.
  • Tap the Search button to search the task list by task name.

To assign team tasks to yourself or others

  1. Under Unassigned, tap the task to open it. Or you can select multiple tasks by clicking Select at the top right, then selecting the checkboxes next to the tasks.
  2. Tap Assign to me to assign it to yourself, or Reassign to assign it to another team member.
  3. If reassigning a task, on the Reassign page, select User to reassign the task to a new user or Team to reassign the tasks to a different team.
  4. Type the user or team name in the box and add any comments describing why you are reassigning the task. This message will appear in the task's action history. When finished, tap Reassign at the top right. To cancel the assignment, tap the X at the top left.
  5. If you worked on a task, saved it as a draft, and need to reassign the remainder of the task to someone else to complete, select Keep existing draft to send them the partially complete task draft. The task work already completed will be saved and passed on to the next user or group so they can start where you left off. Do not select Keep existing draft if you want to erase all task work and have the user or group start the task from scratch.

    Tip: You can receive a push notification when a task is assigned to you. Ensure Notifications are enabled under Settings.

To complete a team task

  1. Under Unassigned, tap the task to open it. Or you can select multiple tasks by clicking Select at the top right, then selecting the checkboxes next to the tasks.
  2. Tap Assign to me.
  3. Complete the task and submit it. The completed task will be listed under Completed. Team tasks assigned to you will also be displayed in your Forms inbox under My Tasks.

To save unfinished tasks as drafts

  1. With the task open, tap Save Draft.
  2. The task will be saved as a draft. You can view and complete the task under My Tasks (displayed with a draft icon) .

To change the due date of a team task

  1. Tap the task to open it. Or you can select multiple tasks by clicking Select at the top right, then selecting the checkboxes next to the tasks.
  2. Tap Edit Due Date.
  3. The current date and time will appear at the top. Scroll to the desired date and time and tap OK. If a due date has already been set, you can remove the due date by tapping Clear next to Set Due Date.This option will not appear if a due date has not been set.
  4. Tap Save.

Task Email Notifications

If set up in Laserfiche Forms, users will be able to receive an email with a link directly to their task. For more information on setting up this link, see Direct Approval.

Drafts

If you started filling out a form or completing a task, but had to save it before you could finish, it will appear under Drafts when you tap My Tasks in your Forms inbox.

To work with a draft

  1. Tap My Tasks from the Forms inbox, then tap Drafts at the bottom.
  2. Tap the draft you want to work with. Drafts will display a Draft icon to distinguish them from tasks.
  3. Make any desired changes to the draft and either submit it or save it again to work on it later. Alternatively, tap the back button in the top left to return to the list of forms without saving any changes.

To remove a draft

  1. Tap My Tasks from the Forms inbox, then tap Drafts at the bottom;.
  2. Tap Select at the top right, then select one or more drafts to remove.
  3. Tap Discard Draft, then confirm you want to delete it. Deleting a draft cannot be undone.

Unassigned

If you have the appropriate rights, you will see all tasks assigned to your team that are available to claim under Unassigned. You can claim, reassign, or edit the due date of the tasks in this list.

Completed

You can view completed tasks and processes under Completed.

Note: Pressing the menu button and selecting an option refreshes the page.