Aggregate Tasks to Minimize the Number of Notifications to Send

Depending on the approval rules, a task can be assigned to the same user more than once. You can aggregate the task so that a separate notification isn't sent to the assignee every time they're assigned the same task.

For example, the rules in a stage results in assigning a task to your manager. But then, a later stage in the same task also results in assigning the task to them. Here's how you can set things up so they would get only one notification in this scenario:

1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

2. In BPM Worklist, on the Task Configuration tab, search for the workflow task in the Tasks to be configured pane.

3. Select the task from the search results and click the Edit task icon in the toolbar.

4. Click the Configuration subtab.

5. In the Miscellaneous section, select a value from the Task Aggregation list:

   • None: Send separate notifications every time the task is assigned to the same assignee.

   • Once per task: Send a single notification to the assignee no matter how many times they're assigned the same task.

   • Once per stage: Send a single notification to the assignee if they're assigned the same task more than once within a stage. If they're assigned the same task again because of another stage, they would get another notification for that stage.

6. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

Note: When users select the Request Information action for an aggregated task, it doesn’t matter what they select as the return option. When the requested information is submitted, the task is always assigned back to the requester.