Your Inbox

Last update: June 4, 2024

CREATED FOR:

  • User

You can receive notifications from various areas of AEM, including workflows and projects. For example, you might receive notifications about:

  • Tasks:

    • These can also be created at various points within the AEM UI, for example, under Projects.
    • These can be the product of a workflow Create Task or Create Project Task step.

  • Workflows:

    • Work items that represent actions that you need to perform on page content
      • These are the product of workflow Participant steps.
    • Failure items, to allow administrators to retry the failed step

You receive these notifications in your own Inbox where you can view and act on them.

NOTE
For more information about the item types, see the following:

Inbox in the Header

From any of the consoles the current number of items in your inbox is shown in the header. The indicator can also be opened to provide either quick access to the pages requiring action(s) or access to the inbox:

Inbox overview in header

NOTE
Certain actions will also be shown in the card view of the appropriate resource.

Opening the Inbox

To open the AEM notification inbox:

  1. Select the indicator in the toolbar.

  2. Select View all. The AEM Inbox opens. The inbox shows items from workflows, projects and tasks.

  3. The default view is List View, but you can also switch to Calendar View. This is done with the view selector (toolbar, top right).

    For both views you can also define View Settings. The options available are dependent on the current view.

    Inbox view settings

NOTE
The Inbox operates as a console, so use Global Navigation or Search to navigate to another location when you are finished.

Inbox - List View

This view lists all items, together with relevant information:

Inbox list view

Inbox - Calendar View

This view presents items according to their position in the calendar:

Inbox calendar view

You can:

  • Select a specific view: Timeline, Column, List
  • Specify the tasks to display according to Schedule: All, Planned, In Progress, Due Soon, Past Due
  • Drill down for more detailed information on an item
  • Select a date range to focus the view:

Inbox calendar view date range

Inbox - View Settings

For both views (List and Calendar) you can define settings:

  • Calendar View

    For Calendar View you can configure:

    • Group by
    • Schedule or None
    • Card size

    Inbox calendar view settings

  • List View

    For List View you can configure the sort mechanism:

    • Sort on
    • Sort Order

    Inbox list view settings

    You can also delegate your calendar to other users, request delegation from other users, and manage your delegations.

    Inbox list view delegation settings

Taking Action on an Item

NOTE
Although it is possible to select more than one item, actions can only be taken on one item at a time.

  1. To take an action on an item, select the thumbnail for the appropriate item. Icons for the actions that are applicable to that item are shown in the toolbar:

    Select inbox item

    The actions are appropriate to the item and include:

    • Complete action

    • Delegate an item

    • Open an item, depending on the item type this action can:

      • Show the item properties
      • Open an appropriate dashboard or wizard for further action
      • Open related documentation

    • Step back to a previous step

    • View the payload for a workflow

    • Create a project from the item

    NOTE
    For more information, see the following:

  2. Depending on the item selected, an action is started, for example:

    • A dialog box appropriate to the action is opened
    • An action wizard is started
    • A documentation page is opened

    For example, Delegate opens a dialog:

    Delegate inbox task

    Depending on whether a dialog, wizard, documentation page has been opened you can:

    • Confirm the appropriate action, for example, re-assign.
    • Cancel the action
    • Select the back arrow to return to the inbox, for example, if an action wizard or documentation page has been opened, you can return to the Inbox.

Creating a Task

From the inbox you can create tasks:

  1. Select Create, then Task.

  2. Complete the necessary fields in the Basic and Advanced tabs (only the Title is mandatory, all others are optional):

    • Basic:

      • Title
      • Project
      • Assignee
      • Content, similar to Payload, this is a reference from the task to a location in the repository
      • Description
      • Task Priority
      • Start Date
      • Due Date

    Inbox add task

    • Advanced

      • Name: Used to form the URL and if blank it is based on the Title.

    Inbox add task advanced options

  3. Select Submit.

Creating a Project

For certain tasks you can create a Project based on that task:

  1. Select the appropriate task, by tapping/clicking on the thumbnail.

    NOTE
    Only tasks created using the Create option of the Inbox can be used to create a project.
    Work items (from a workflow) cannot be used to create a project.

  2. Select Create Project from the toolbar to open the wizard.

  3. Select the appropriate template, then Next.

  4. Specify the required properties:

    • Basic

      • Title
      • Description
      • Start Date
      • Due Date
      • User and role

    • Advanced

      • Name
    NOTE
    See Creating a Project for full information.

  5. Select Create to confirm the action.

Filtering Items in the AEM Inbox

You can filter the items listed:

  1. Open the AEM Inbox.

  2. Open the filter selector:

    Inbox search

  3. You can filter the items listed according to a range of criteria, many of which can be refined. For example:

    Inbox search filter

    NOTE
    With View Settings you can also configure the sort order when using the List View.

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