Tasks/ Actions

Task is used to notify the assigned user about an action to be completed in the current stage of Workflow. You can add multiple tasks for an activity. Task can be assigned to a user, user group, users having a particular role or users selected by an application rule. Task is sent to the Application Inbox of the assigned users. 

Creating a Task

This feature allows you to create a task for an activity. Task or notification is sent to the assigned users. You can set the task as expired after specified number of days or hours. If the task is not completed within a period of time, you have the option to escalate it. Additionally, you can send reminders to the assigned users.

To create a Task/Action

  1. From the Process Flow tab, double-click the Activity for which you want to create task.

  2. Click to go to the Actions tab.

  3. Click Add from the tool bar to add a new Task. The Task Group Details window is displayed.

  4. Enter the details as tabulated:

Field

Description

Task ID

Displays the automatically generated Task ID.

Task Name

Enter a task name. By default, task name is prefixed with “TaskName_”.

Condition

Select the decision rule so that when the condition is satisfied the Task will be sent to the users associated to this task.

Generate

Select the required option:

  • On Entry- Task is sent when the process is just before executing the activity business logic.

  • On Exit- Task is sent before leaving the activity and moving to next activity.

  • On Stage- When there is a transition where the target and source is the same activity, and if that transition happens, then OnStage tasks are triggered.

Enabled

Select the Yes check box to enable the Task.

 

  1. Select the Expiry tab.

Field

Description

Expiry

Select the required option:

  • Global Expiry Setting- Select this option to set the task expiry based on global setting. Global setting can be set from backend.

  • Never Expire- Select this option if the task should not expire.

  • Expire After- Select this option if you want to set the task expiry after some days and/or hours.

  • Dynamic Value – Select this option if you want the user assigned to the task to set the task expiry date and time dynamically. This value needs to be entered in the code.

Expiry Days

This option is applicable if Expire After is selected for Expiry.

Enter the number of days and/or hours after which the task should be expired.

  1. Select the Escalation tab.

Field

Description

Escalation

Select the required option:

  • Global Escalation Setting- Select this option to set the task escalation based on global setting. Global setting can be set from backend.

  • Never Escalate - Select this option if escalation is not required for the task.

  • Escalate After- Select this option if you want to escalate if the task is not addressed after some days and/or hours.

Note: Escalation should be set after expiry of the task. If you have selected Never Expire option for Expiry, you cannot set escalation.

Escalate After

This option is applicable if EscalateAfter is selected for Escalation.

Enter the number of days and/or hours after which the escalation should be triggered.

Maximum Escalation Level

Enter the maximum number of escalation level. 1 indicates escalation to the immediate manager. 2 indicates escalation to manager’s manager and so on.

Custom Escalation Java Class

Enter the custom escalation Java Class which you want to call.

Escalation Path

Select the escalation path from the drop-down list. The options are Default, People Hierarchy and Custom Rule.

Notification Message

Select the type of notification message from the drop-down list. Notification messages are populated from AAI_WF_Templatestable.

  1. Select the Email tab.

Field

Description

Email Required

Select the Yes checkbox if an email needs to be sent for the task.

Email Template

Select the email template to be used from the drop-down list. Templates are populated from AAI_WF_Email_Template table.

  1. Select the Reminder tab.

Note: Reminders set will be sent to the assigned user as an open task in their inbox.

Field

Description

Recurrence

Enter the number of times you want to set the reminder.

Relative Date

Select Task Start Date if you want to send reminder after the defined number of days and/or hours, from the start date of the task.

Select Task Expiration Date if you want to send reminder before the defined number of days and/or hours from the end date of the task.

Duration

Select the number of days and/or hours from the Relative Date after/before which you want to set the reminder.

Notification Message

Select the notification message you want to send, from the drop-down list. Notification messages are populated from AAI_WF_Templatestable.

  1. Click OK.

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Modifying a Task

This option allows you to modify a task. You cannot edit the Task ID field.

  1. From the Process Flow tab, double-click the Activity whose task you want to modify.

  2. Click to go to the Actions tab.

  3. Select the task and click Edit. The Task Details window is displayed.

  4. Modify the required fields. For more information, see Creating a Task.

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Deleting a Task

This option allows you to delete a task.

  1. From the Process Flow tab, double-click the Activity whose task you want to delete.

  2. Click to go to the Actions tab.

  3. Select the task and click Delete.

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