1. Using K2 applications How can users interact with K2 applications?
What are “Application Forms”?
What can users do with workflow tasks?
What is out-of-office?
Tell me about the K2 mobile applications
This module explains how end users can interact with K2 applications.
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Content Version: 1.0
Last Update: September 2017

2. Module Overview How users can interact with K2 applications
Working with workflow tasks
Application Forms
K2 Workspace
Out-of-office
Mobile applications
Exercise: Test the Leave Request Application
Checkpoint: Using K2 applications
Module Overview
This module describes how end users would interact with K2, and with the applications you build in K2
We will describe some of the common ways in which users interact with K2 and the tools they use to do so
We will also consider what users can do with workflow tasks, and how they may configure Out-of-Office.
At the end of this module, we will see how end users use K2 application by testing the leave request application that you built during the previous modules.

3. How users can interact with K2 applications
K2 Workspace
Launch application forms
Run personal reports
Open Worklist and worklist tasks
SmartActions
Action K2 tasks by
Mobile applications
Open application forms on mobile devices (including offline mode)
Open the form’s runtime URL
How users can interact with K2 applications
End users can interact with K2 with various tools
The primary interface is the K2 Workspace, which gives users access to your tasks, forms, and reports in one location. Here, they can
Launch k2 application forms
Run their personal workflow reports
Open and complete workflow tasks
Workspace displays your tasks in the Inbox. You can action a task in your Inbox using the actions in the command panel.
You can also view and action a task using the Active Tasks list in My Overview in K2 Workspace.
Clicking the action arrow on a task displays a menu from which you can action that task with the available actions defined for that task in the workflow.
SmartActions allow users to take an action on a task by replying to the task with one of the available actions defined by the workflow designer.
SmartActions make it possible for users to complete tasks without having to open a form.
The workflow designer has to choose whether they will allow users to complete tasks with SmartActions as opposed to opening a form. They can edit the task notification to remove the actions.
Users can interact with K2 applications using a mobile device by using the K2 mobile app for their device operating system.
These applications allow users to open and complete tasks and open application forms, even potentially working with forms in offline mode and then “syncing” the forms back to K2 when they are online.
Finally, users can interact with forms directly through the form's runtime URL by opening the URL with a web browser.

4. Application Forms
Forms need to be configured as Application Forms by the Form designer to appear in Workspace or in the mobile apps
Steps:
In the Form’s Properties, enable the Application Form checkbox
and
move/copy the Form to the System > Application Forms folder
Check the Offline Availability checkbox to allow the form to be used offline in mobile apps
Application Forms
To allow forms to appear in the workspace as application forms, or in the mobile apps, the Form designer has to configure the form in a specific way.
The form designer has to enable the Application Form setting in the Forms Advanced Properties, and they also have to move/copy the form to the Application Forms folder in the category system.
Once this is done and the form is checked in, users should be able to access the form in the workspace and mobile apps.
Enable the Offline Availability mode checkbox if you want end users to be able to use the form in offline mode on their mobile devices. Note that not all form features may work as expected when then form is in offline mode.

5. Working with workflow tasks
Action tasks with the available actions
Redirect (move) tasks to other users
Share (copy) tasks with other users
Sleep tasks for an interval
Release opened tasks back to a group
Working with workflow tasks
Users can take several different types of actions on worklist tasks
The can Action the task with the available decisions/actions that the workflow designer added for the user task
They can Redirect the task to effectively “move” the task from their task list to another user’s task list
They can Share the task to effectively create a “copy” of the task and add that copied task to another user’s task list. In this case, either user can open and complete the task, and the task will automatically disappear from the other user’s task list
They can choose to Sleep the task for some interval, in which case the task will effectively disappear from their task list for the specified amount of time, and then re-appear on their task list once the interval has passed
If the user has already opened a task that was assigned to a group (in other words, the user has taken ownership of the task and opened the task), and the user decides that they no longer want to own or complete the task, they can use the Release function to release the task back to the original group of users so that another user can open the task.

6. The Workspace Inbox (Tasks) Forms Reports User Overview report
Process Overview report
K2 Workspace
Let’s take a quick look at K2 Workspace on a high level.
Play the video for a brief tour of the workspace.
You can access your K2 workflow tasks, forms and reports from the toolbox.
Remember that only Application Forms will appear in the Forms section.
My Tasks contains the inbox where you can find and action tasks.
My Forms is where you can view forms you have permissions for.
In the lower left of the Workspace user interface, you have access to login, help, and settings.

7. Out of office
Out of Office allows users to delegate their tasks to other users while they are unavailable
Configured with Workspace
Out of office
Out of Office is a feature in K2 where users can define their own rules for how tasks should be routed to other users while they are out of the office.
Out-of-office helps users keep assigned tasks from being neglected in their absence by directing them to a team member.
Note that this is not based on Outlook’s out of office configuration or status, you have to enable k2 out of office separately.
Users can define routing rules that will direct all tasks to a designated stand-in, for example a manager may direct all their approval tasks to their assistant.
Use the user login part of the Workspace toolbox to access Settings and Out-of-office

8. K2 Mobile apps Available for different devices (iOS, Windows, Android)
Open and complete workflow tasks
Open and complete Application Forms
Work in Offline mode to capture data/complete forms and submit them later
Mobile applications
Users can install K2 Mobile Apps for mobile devices (iOS, Windows and Android) which will allow them to work with K2.
The Inbox (Task List) contains a list of your tasks.
Use the Task List Menu Bar to open the menu, search the task list, apply filters, and configure view and grouping options.
Refresh the Inbox by pulling or swiping down.
Swipe right to left to open the Quick Actions.
The Forms button in the app menu displays forms stored in the Application Forms category on the K2 server.
Offline Mode allows you to disconnect from the server. (Find it in the settings node).
Note: If forms should be available offline, they must be configured as offline forms by the form builder.
The mobile apps product documentation for more, at

9. Exercise: Test the Leave Request Application
Your tasks:
Test the basic version of the leave request application by submitting some leave requests
Approve at least one of the leave requests
Exercise Guide (Step-by-Step Guidance)
Exercise: Launch and navigate K2 Designer
In this exercise you will test the leave request application by submitting some leave requests.
You will approve one of the request but leave other requests active, so that we can use them in later modules.
In the next two modules, we will be reporting on the instances you started and also administrating the workflows for some of the instances you started.
You can find the exercise guide at the following URL:

10. Using K2 applications How can users interact with K2 applications?
What would users do in K2 applications?
What could users do with their worklist tasks?
What is out of office?
Thinking about your organization:
How will users access K2 applications?
Would they use mobile devices or desktop/laptop computers to work with K2 applications?
Will your users be using the K2 mobile applications?
Checkpoint
To check your own knowledge and comprehension, consider the questions and answers below. Some are specific to K2, others may require you to think how K2 applies to your environment.
Q: How can users interact with K2 applications?
A: You can interact with K2 applications by using Workspace, SmartActions, task lists, and even mobile devices.
Q: What would users do in K2 applications?
A: Users might open, complete and submit forms (which might start workflows behind the scenes), or they may open tasks from /worklists and open and complete the task forms to allow the workflow to continue, or they may run reports.
Q: What could users do with their worklist tasks?
A: Users could open and complete a task, delegate a task, forward a task to someone else, or release a task back to a group of users.
Q: What is out of office?
A: The out-of-office capability allows users to automatically share their K2 tasks with designated co-workers while they are out of office.
Thinking about your organization:
Q: How will users access K2 applications?
A: (discussion question)
Q: Would they use mobile devices or desktop/laptop computers to work with K2 applications?
A: (discussion question. The context is important because it could determine how you should design your Forms)
Q: Will your users be using the K2 mobile applications?