Create task definitions in the UI

This section outlines how to create Sign-Off task definitions in the UI, giving you details on what each field means. In addition, you can check out our video as well:

To create a task definition:

1. From the Task Configuration screen, click Create Sign-Off Task Definition.
   This opens the Sign-Off Task Definition panel, where you can specify the details of your task.
2. Fill in the details of your new task.

Field	Description	Example
Name	The name of the definition. Must be unique across all task definitions.	Pnl
Description	The description of the definition.	Description for the Pnl definition
Category	The category of the definition. Enter a meaningful name. The category name will be displayed in the Task Configuration screen for the designated user.	Pnl category

3. In the Workflow section, define the level of scrutiny required.

Field	Description
Workflow type	Select level of scrutiny. The following workflows are provided in the default implementation: - 4-eyes: Two separate levels of validation are required from Examiners, then Approvers. One person with the role that reviews, then another with the role that approves. - Simple: Only one level of validation is required. Someone with the role of USER can both review and approve. - 4-eyes-kpi: Automatic validation based on the KPIs you define in the KPIs field. Additional workflows can be defined and configured, see customizing sign-off backend.
Examiners/Approvers	Based on the workflow type selected, the system prompts you to define which roles can perform the steps in the workflow. - 4-eyes/4-eyes-kpi: select Examiners and Approvers. - Simple: select Approvers. The roles are configured from the custom workflow settings and SecurityConfig in the Atoti Server and Activiti configuration files.

4. Set the Scope:

Field	Description	Example
Cube	The cube on which the definition applies.	VaR ES cube
Top of house	Enable to sign off data across all scopes. This leaves the filters empty. When disabled, you can select the exact cube location each task will apply to.
Scope	Determines which cube location each task under this definition applies to. The scope is made up of any level of the currently selected cube, and a corresponding value from said level. Multiple scopes can be added to a single task definition, determining a set of cube hierarchies to filter on (See Multiple / Parent Child scopes). note The filter condition only uses the EQUALS operator.
Start/End date	Specifies the validity period of the task definition. Tasks can only be created using this definition within the defined date range. End date can be left empty to indicate it is valid indefinitely.
KPIs	Define the thresholds at which the task is automatically approved and exported without any review. This is only applicable to the 4-eyes-kpi workflow. For details of the 4-eyes KPI workflow, see Customizing sign-off backend

5. In the Linked Dashboard section, you can select a dashboard to link the task to. This field is optional, but is required to enable the Linked dashboard icon in the Tasks screen. This field can be updated at a later date.
   Click the field to open the list of available dashboards, and navigate to the required dashboard.

6. Click Save to save your task, Reset to clear all the fields, or Cancel to close the Sign-Off Task panel without saving.

   Once you save the task, in the default workflow implementation, it is created with status set to Saved. It is not yet published, so not visible to the specified owner.

7. Click the Publish button in the middle of the screen to publish your task definition.<>This opens the Publish dialog, letting you enter a comment, if needed.

8. Optionally add a comment, then click Publish.
   You can now see a list of daily tasks in NOT_STARTED status. Head over to the Sign-Off Tasks screen to start working on them.

Overlapping Scopes

By default, you are not allowed to create definitions on overlapping scopes. This behavior can be disabled by setting the property sign-off.application.overlapping-scopes.allowed=true.

The logic for overlapping scopes is defined as follows:

1. If you have a top-of-house definition, you are not permitted to create any more definitions.
2. If you have a definition with scope hierarchy = member 1 and member 2, you are not permitted to create another definition with a scope including hierarchy = member 1 or hierarchy = member 2.
3. In a parent-child hierarchy, if you have a definition on a member of a parent hierarchy, you are not permitted to create another definition on a member of any children of that hierarchy. For example, say you have a LegalEntity hierarchy with Level 1, Level 2 and Level 3 as children. We have members as follows:

   - ActiveBank Group (Level 1)
     - ActiveBank NAM (Level 2)
        - ActiveBank USA (Level 3)
        - ActiveBank Canada (Level 3)
   
     - ActiveBank EMEA (Level 2)
        - ActiveBank Ireland (Level 3)
        - ActiveBank UK (Level 3)
        - ActiveBank France (Level 3)
   

   If you have a definition defined with the scope Level 2 = ActiveBank NAM, you are not permitted to create another definition with the scope Level 3 = ActiveBank USA. You are however permitted to create a definition with the scope Level 3 = ActiveBank Ireland or Level 2 = ActiveBank EMEA, as these members do not overlap with the existing definition.

Duplicating task definitions

To speed up task definition, you can copy an existing task definition:

1. In the Task Configuration screen, find the row of the definition you want to copy, then in the Action column, click the “Copy” button.

This opens the Sign-Off Task Definition panel, where you can edit the details of the task.

2. Change any details you need, then click Save.
   The new task definition is created and you can see that the list of tasks is now empty.

3. Click the Publish button in the middle of the screen to publish your task definition.
   This opens the Publish dialog, letting you enter a comment, if needed.

4. Optionally add a comment, then click Publish.
   You can now see a list of daily tasks in NOT_STARTED status. Head over to the Sign-Off Tasks screen to start working on them.