Working With Task Rules

Task rules affect task behavior. These rules enable users to assign rules directly to tasks, especially when, because a rule is unique to a task, assigning rules isn’t appropriate at the Template, Schedule, or Task Type level. These rules apply to the Tasks for which the rules were configured.

Available task rules:

  • Auto Approve Task - Automatically completes specified approvals only if specified conditions have been met.

    Examples of conditions that could apply to this rule include:

    • Attributes have specified values (including calculated attributes)

    • Predecessor task contains an attribute with a specified value

    When conditions are satisfied, the specified approver levels are marked as complete, thus progressing workflow to the next approval level, or to Closed if no additional approval levels exist.

    This rule runs when the Task status changes to Open with Approver.

  • Auto Submit Task - Automatically submits a task if specified conditions are met.

    When conditions are satisfied, the assignee role is marked as complete, thus progressing workflow to the first approval level, or to Closed if no approval levels exist.

    This rule runs when the Task status changes from Pending to Open with Assignee.

Prevent Task Approval

Prevents approval of a task based on attribute values, or other characteristics. This rule runs when the Approver clicks Approve.

Prevent Task Submission

Prevents submission of a task based on attribute values, or other characteristics. This rule runs when the Assignee clicks Submit.

To work with task rules:

  1. On the Home page, click Tasks, and then select Close Tasks.
  2. Open a task.
  3. Select the Rules tab. You can view the following information:
    • Order—The order of precedence.

    • Rule—Name of the Rule

    • Conditions—The choice of what conditions must exist before running the rule

  4. To edit a rule, on the Rules tab, click Edit and update:
    • Rule— Select a rule.

    • DescriptionOptional Explain why you configured the rule and how should be used.

    • Approver Level—Select the rule for all levels or select the Approver levels

    • Select Create Filter and populate the conditions section or select Use Saved Filter, and then select a filter. The filter selected and configured for the rule determines the conditions that trigger the rule to apply.

    • Conditions—Select one:

      • Use Saved Filter—The Condition section displays a read-only version of the conditions associated with the saved filter.

      • Create Filter—The Condition section is enabled.

        Conjunction, Source, Attribute, Operand, and Value behave as they do for the existing advanced filter feature.

    • Filter Task - Specify on which task the conditions should be selected: Current Task, Any Predecessor, Specific Task (Provide the Task ID).