Move Journey Task Attachments to Document Records

You need new hires in your organization to submit copies of their educational certificates, birth certificate, and passport as part of the onboarding process. Instead of creating the document records manually, you use a journey task and enable attachments in it.

So, when new hires complete the task and attach documents, the documents are automatically saved to their document records.

Before You Start

• Use the Document Types task to create the Education and Other Certificates document type. Set Restrict Update to Yes in the Document Record Preferences section. Restrict Delete is anyway set to Yes by default. The document is created as a document record for this document type.

• The attributes Document Name, Issued On are configured as Relevant and all other document type attributes as Not Required.

Create a Manual Task with Attachments Enabled

1. Navigate to My Client Groups > Quick Actions > Employment > Checklist Templates.

2. On the Create Checklist Templates page, enter details in the General tab.

3. Click Save and then click the Tasks tab.

4. Click Add and enter details for the task as detailed here. For other fields, use the default values.

   Field	Values
   Name	Submit your Certificates
   Description	Optional
   Status	Active
   Preceding Task	Leave blank
   Required	Yes
   Target Duration	3 days
   Performer	Employee
   Owner	Area of Responsibility, HR representative
   Task Type	Manual
   Attachments	Yes
   Add Attachments to Document Records	Education and Other Certificates
   Attachments Are For	Performer

5. Click Save.

When this task is assigned to new hires, they can go to the task page and upload their certificates. The documents become available as document records of the specified document type.

Even if you have approvals configured for document records, the document record approval won't start when an attachment is transferred from journey task to Document Records. This is because the creation of the document records is done by using an internal API. So, none of the document record approvals rules are invoked.

If you want the document records to go for approval, then it's recommended that you configure an application task that takes the user from the journey task to document records directly. Consequently, when a document record is created from the Document Records page, it will go for approval.

If you reopen or remove a journey task that had a document record associated with it, the document record is deleted. Therefore, the document record will no longer be visible in the reopened journey task.