Activity in Task

Documentation Index

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Activity is a way to run a multi-step process as a single, connected group of tasks. Each Activity is created from a Workflow — a predefined sequence of steps configured in the Flow menu. When you create an Activity, MileApp automatically creates one task per Workflow step, links them together under a parent Activity, and keeps their status, schedule, and assignee in sync.

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Understanding Activity

• Activity (parent task) — represents the whole workflow group. Its title is the Workflow name.
• Step task (child task) — one task per Workflow step, in the order defined by the Workflow.
• Workflow — the template that defines the steps, the Flow used by each step, and any field mappings between steps. Workflows are configured in the Flow menu.

A single Workflow can have up to 10 steps. Step tasks always belong to one Activity and cannot exist on their own.

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Creating an Activity

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Step 1: Open the Create Activity form

1. Go to the Task menu.
2. Click the New dropdown and choose Activity.

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Step 2: Select a Workflow

The Create Activity modal opens with a Workflow dropdown. Pick the Workflow you want to run.

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Step 3: Fill in the step form

Once a Workflow is selected, the form displays one section per step. Each step includes:

• The fields defined by the step’s Flow (auto-filled from field mappings where configured)
• Start time and End time for the step
• Assignee for the step

Field mappings configured on the Workflow auto-populate target fields with values from earlier steps so you do not need to re-enter the same information across steps.

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Step 4: Submit the Activity

Click Submit to create the Activity. The parent Activity and all its step tasks are created in one operation. The parent Activity’s start time and end time are calculated automatically from the earliest start time and the latest end time across its step tasks. The Activity status is Ongoing if at least one step has an assignee, otherwise Unassigned.

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Viewing Activities in the Task List

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Activity Groups

Activities appear in the Task list as expandable groups. The Flow column shows the Workflow name with a chevron icon (►) you can click to expand or collapse the step tasks beneath it. The Activity row shows:

• Flow — the Workflow name
• Title — the Activity title (the Workflow name)
• Start time — earliest start time across step tasks
• Status — current overall status
• Assignee — the combined list of assignees from all step tasks
• Action — opens the detail view

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Expanded View

Click the chevron icon (►) next to the Workflow name to expand the Activity and reveal its step tasks indented underneath, in the order defined by the Workflow. Each step task row shows the step’s Flow name, schedule, status, assignee, and its own row actions.

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Viewing Activity Details

Click the eye icon on the Activity row or any step task row to open the detail view. The detail view shows:

• Basic information — title, content, label, last updated by/time.
• Creation details — created by, created time, created from.
• Assignment details — assigned by, assignee, assigned time.
• Completion details — done by, done time, done from (shown after the task is completed).

When you open a step task, you can navigate to the next or previous step in the same Activity using the up/down caret icons in the modal header.

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More Details

Click More Details to expand additional tabs:

• Field — all the Flow fields captured on the task.
• History — timeline of events on the task: creation, assignment, status changes, edits, and completion.

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Managing Step Tasks

Each step task row has four action buttons:

• View — open the step task detail view.
• Edit — open the edit modal to modify step task fields, schedule, or assignee.
• Delete — remove this step task from the Activity.
• Do Task — open the task execution view to complete the task directly from the web.

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Editing a step task

Unlike subtasks created from a Subflow, step tasks in an Activity can have their start time, end time, and assignee edited independently — each step has its own schedule and assignee. When a step task’s start time or end time changes, the Activity’s overall start time and end time are recalculated automatically.

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Updating step status

Step tasks must be completed in the order defined by the Workflow. A step cannot be marked Done until the previous step is Done — the system blocks out-of-order completion and shows an error referencing the unfinished step.

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Deleting a step task

Step tasks cannot be deleted on their own. Clicking the trash icon on a step task (or on the parent Activity row) opens a confirmation dialog listing every task in the Activity — confirming the deletion removes the parent Activity and all of its step tasks together.

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Frequently Asked Questions

Q: Where do I create or edit the Workflow used by an Activity? A: Workflows are configured in the Flow menu. Each Workflow defines the sequence of steps, the Flow used by each step, and any field mappings that copy data between steps. Q: Can I change the Workflow of an existing Activity? A: No. The Workflow is fixed at creation time. If you need a different sequence of steps, create a new Activity using the Workflow you want. Q: Can different steps of the same Activity be assigned to different users? A: Yes. Each step task has its own assignee, schedule, and status, so different team members can own different steps of the same Activity. Q: Why can’t I mark a later step as Done first? A: Activities run their steps in order — step N can only be completed after step N-1 is Done. This ensures the workflow progresses through every required stage. Q: Can I delete a single step task without deleting the whole Activity? A: No. Step tasks cannot be deleted independently. Clicking the trash icon on either a step task row or the parent Activity row opens the same confirmation dialog that removes the entire Activity together with all its step tasks. Q: Can I delete the Workflow used by an active Activity? A: No. A Workflow cannot be deleted while there are active Activities that reference it. Complete or delete those Activities first, then remove the Workflow. Q: My Activity isn’t showing up in the Task list — what should I check? A: First make sure the filter bar (Status, User, Flow, Date range, Search) isn’t excluding it. If the create operation didn’t return a success message, the Activity may not have been created — try again from the Create Activity modal.

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Related

• Introduction to Workflow
• Building Workflow
• Managing Workflow
• Subflow in Task
• Subpage in Task
• Component: Subflow
• Creating a Task
• Flow Components Overview