How to Work with K2 Mobile Task Lists

Introduction

The K2 Task List mobile applications provide access to your K2 worklist from your mobile device. It includes the ability to action, sleep, redirect and delegate your worklist items.

This document will walk you through installing and using the mobile applications, as well as the configuration necessary in your environment to allow mobile applications to connect to your K2 Server.

Installation

In order to install the mobile application on your device, access the appropriate mobile application store:

• iPhone App Store
• BlackBerry App World

1. Download the application and install, rebooting the device if necessary.
2. After downloading the application, you will need to configure the K2 settings. NOTE: These settings may be different based on the mobile application you have downloaded, but all possible settings are listed here for reference.

Connection Settings. You will need to know the following information for your environment:

• Server Name (e.g., myserver.denallix.com:443/K2services)
• Use SSL (Yes or No)
• Domain (e.g., Denallix)
• User Name
• Password

Sync Options. These options modify how the tasks are synchronized.

• Include Process Data (Yes or No)
• Include Activity Data (Yes or No)
• Maximum Tasks to Sync
• Sync individual tasks: Sync a task immediately after you have performed an action on the task screen
• Custom Actions: Display the actions specific to the process first, before the system actions such as delegate or redirect
• New task notification: If you want the application to check for tasks automatically (NOTE: You may incure additional costs depending on your service provider and data package).
• Update interval: Check for new tasks every "x" minutes

Startup/Shutdown. These options modify the application behavior.

• Auto start: Start the application when your phone boots
• Background on close: Must be enabled for new task notifications to work. This setting will keep the application running in the background when you exit the application.

Using the K2 Task List Mobile Application

The K2 Task List has several features that enable you to work with your worklist items on your mobile device.

• Inbox. Once you have opened the application and synchronized your worklist items, you will see the items that need your attention in your Inbox.
• Outbox. The mobile applications are designed to work in offline mode and allow for batch actioning of tasks. Any tasks that you have completed will be saved in your Outbox until the next syncronization. Tasks in the Outbox can be edited if necessary before they are synchronized.
• Sync. By synchronizing, all items in your Outbox will be sent to the server to be processed, as well as looking for new tasks assigned to you.

Working with a Task Item

Opening an item will display the Task form, displaying the process name and task information, including folio, priority, and status. The action drop down menu will display all of the available actions that you can take for the task item. This includes the actions defined in the process definition, as well as the system actions:

• Delegate. This allows you to search for users and allow them to action the task instead of you.
• Redirect. This will move the task to another person's inbox and allow them to action the task instead of you.
• Sleep. Select a date for when the task should reappear on your task list. After you sleep the task, it will not appear on your task list until that date and time.
• No action. This will not action the task when you close the task item.

Working with the Application

From the application's menu, you can also view the applicable process and activity data for the task item, the form (if it is mobile enabled), as well as the ability to e-mail the originator of the process instance.

Technical Details

BlackBerry

Distribution: BlackBerry Enterprise Server (BES), BlackBerry App World and Over The Air (OTA/WiFi)

Connection: Direct TCP, HTTP and HTTPS

OS Minimum Requirement: BlackBerry OS 5.0.0 and above (http://en.wikipedia.org/wiki/BlackBerry_OS)

K2 Server Minimum Requirement*: K2 blackpearl 4.5 with Update 1350 or greater, K2 blackpoint 4.5 with Update 1350 or greater

* K2 Services must be configured, for more information see below.

iPhone

Distribution: Apple App Store

Connection: HTTP and HTTPS

OS Minimum Requirement: iPhone 3GS and iPhone 4 with iOS 4.0 and above (http://en.wikipedia.org/wiki/IPhone#Model_comparison)**

K2 Server Minimum Requirement*: K2 blackpearl 4.5 with Update 1350 or greater, K2 blackpoint 4.5 with Update 1350 or greater

* K2 Services must be configured, for more information see below.

** iOS 5.0 Support is included in the v1.1.0 application

Configuring K2 Services to Enable Mobile Connectivity

To support the mobile applications you must expose the SyncREST.svc endpoints included in K2 Services on your extranet. The current mobile applications support basic authentication, with or without SSL encryption. See below for more information.

Important: Basic authentication is inherently insecure over non-SSL transports (usernames and passwords are sent in clear text); as such, the SyncREST.svc endpoints are configured by default to use Basic Authentication with SSL. In order to use Basic authentication, SSL for the website should be configured. Disabling the SSL requirement for Basic Authentication is provided for development purposes only.

Configuration of the SyncREST.svc endpoints is done by modifying the web.config file, located at <install drive>:\Program Files (x86)\K2 blackpearl\WebServices\K2Services. For more information about configuration options, refer to the Help topic Developer Reference > Services Reference > K2 Services > Configuration

You can use these services from the application server where K2 is installed. If you have K2 blackpearl installed, you can install the services on a different server in your DMZ or extranet environment by installing the K2 Workspace on the secondary server. If you have K2 blackpoint installed, having the services on a different server in your DMZ or extranet environment is not supported.

Troubleshooting Connectivity

If you cannot connect to the K2 Server using the K2 Task List, try the following items before contacting support.

BlackBerry Application

The K2 Task List uses Direct TCP when BES and WiFi are not available. For Direct TCP to work, you will have to enable and specify APN settings. To check this, perform the following steps:

1. Open the phone options
2. Go to Advanced Options > TCP/IP
3. Enable APN and enter the access point name. Optionally configure a user name and password. You will have to contact your service provider if you do not know these settings.

Release Notes

The following section describes the updates that have been released for the K2 Mobile Applications.

iPhone Application

Version 1.1.0

• Improved memory management
• Resolved iOS 5 compatibility issues
• Resolved random ordering of task items upon refresh
• Resolved intermittant issue when selecting an item from the task list and displaying the incorrect item

BlackBerry Application

Version 1.1.0

• Updated to only display custom actions that can be actioned without opening the form, also known as "batchable" actions. You must view the form to perform custom actions that are not batchable.
• Resolved InfoPath task display issues
• Changed to display the settings screen when the K2 Task List opens for the first time for better usability and easier configuration