Using the Inbox in AEM

AEM’s Inbox facilitates greater collaboration and visibility into tasks and workflow. The Inbox’s Calendar View tracks projects and tasks in a time-based view for easier project management and scheduling. With Calendar view, user would have an overall visibility over projects and tasks that are currently in progress, planned, due soon and past due.

Let’s take a look at the inbox for AEM. The inbox can be viewed by clicking the bell icon in the top right corner. And we can view more details by clicking view all. Here we see multiple columns and metadata for both work items and inbox items in one place. There are calls for priority, description, assignee, project, workflow, and status, as well as start dates and end dates. By default, the status for every item is active. As only active items are shown in the inbox. When an inbox item or work item is selected, we’re presented with the list of quick actions. We can complete or take a step back if the item is a workflow or delegate it to someone else as well as viewing the payload for the workflow. We also have the option to open the workflow itself and view more details. The work item includes information about the current step in the workflow, including the assignee, content path, step title, and status. The workflow info tab provides details about the overall workflow currently in progress. The comments tab reveals any comments left during the course of the workflow. Tasks also have a series of quick actions. We can complete the task, reassign the tasks to a different user or group, view the payload of the task, or open the project for our task if it is associated with one. Opening the task itself we see all of the different metadata about the task. Administrators will have the ability to update any of the information about the task on this screen. The inbox also allows you to sort on various columns such as priority. We can also sort on due date to quickly find items that are overdue or have deadlines approaching. The AEM inbox is integrated with Omni search allowing users to perform keyword searches for work items and tasks. On the left-hand side, there are filters we can apply to further limit which items are shown. It is possible to filter based on the payload which is a piece of AEM content that is associated with a task or workflow. We can also filter based on the workflow model. Other important filters allow us to quickly filter against the item type and the task status. Another useful filter is the WHERE I AM filter, which allows user to quickly filter the inbox item based on ownership and assignment. We can also apply a series of date range filters based on start date, end date, due date, and updated date. Additional tasks can also be created directly from within the inbox by clicking the create button. We can add this task to an existing project or create an ad hoc task that has no associated project. We can assign it and give it some content, choose a start date and end date and create the task.
The inbox list view also has several settings that can be configured. These settings are customized for an individual user and do not apply to other users in AEM. Under general, we can choose the default field to sort on and the order. Under share, we can grant access for other users to see our inbox items and request access to view others’ items. Note that administrators will be able to see all items in the inbox. The out of office tab is inspired by email clients and allows users to enable automatic reassignment of inbox items for a set date range. During the date range defined, any tasks or workflow items aside to the current user, can be forwarded to another user. The calendar view is another view for the AEM inbox that can be toggled from the default list view. The default layout in the calendar is this timeline layout with the date ranges that govern the start and end dates of the timeline. The inbox items are displayed if their start or due date falls within that range. To change the range, select a new start and end date and click apply.
We also see some status icons on our items. The green icon, indicates that an item is a planned item, scheduled for future date. The blue icon, indicates that an item is in progress and has not yet been completed. The yellow icon indicates that an item is due in the next 24 hours. And the red icon indicates that the task or work item is past due. Along with a timeline layout, there is also a column layout. In column layout, each column represents a single day and the items are placed based on their start date. The arrow keys on the right side can be used to navigate between weeks, allowing users to view upcoming tasks. In addition, there is the calendar list view, where all items within the date range are grouped by the date that they start. Like the AEM inbox, each of these items in the calendar view, will have a series of quick actions. Hovering over a task, we can mark it as completed, we can reassign the task, or we can view the task details. If we click on the item image while in calendar view, a summary card pops up that gives us some high-level metadata for that particular item. We see the full title, full description, the priority, who it’s assigned to, as well as the start date and due date. We’re also given the ability to perform all of the quick actions from this card. The calendar view also has several settings that can be configured. Going into view settings, we can change the card size. Changing the card size to small will condense the information. While changing it to large will display more information. If we change the group by option to schedule and click apply, all the items are now grouped into swim lanes based on the item status in the timeline view. Here, we see the in-progress items the due soon items, and past due items. Using the buttons at the top, we can toggle through each category.
These changes can be easily reverted back to the default view. -