How You Create Journey Tasks

Create, maintain, and view tasks used in journey templates using the Checklist Templates task in the Setup and Maintenance work area.

You can create a task directly in a journey that's assigned to a user when the journey is triggered or create tasks in the task library that can be assigned manually by a line manager or HR specialist.

Based on whether you want the task to be available for use in a journey immediately or later you set the status as Active or Inactive.

This table shows the attributes you can configure for a journey task:

Field or Tab	What You Use it For
Sequence	You can specify the sequence in which tasks must be displayed. This is set to Yes by default. You can disable this by modifying the Order Tasks by Sequence journey property in the Display Settings tab. Sequence only controls the display of tasks, it doesn't restrict the task performer from performing the tasks in any order. Here's what you need to note if you use Journeys: If sequence is enabled using display settings, the tasks always remain in the same position, regardless of their status. If sequence isn't enabled, the tasks are ordered by in-progress tasks ordered by due date, followed by dependent tasks, then deferred tasks, then completed tasks. When you access a specific journey under My Journeys or Assigned Journeys, the journey tasks are displayed in sequence only in the context of the journey. The My Tasks tab doesn't show the tasks in the sequence that they are configured in a specific journey. This is because the tab contains tasks from multiple journeys.
Required	Specifies if the task is required or optional.
Target Duration	This determines the target end date of the task. Tasks that cross this duration become overdue tasks and are shown with an Overdue badge on the journeys pages. If you configure the task target duration in units other than days, the application will convert the specified duration into days and calculate based on that. It's recommended that you configure a target duration for each task, else the task won't be overdue. Additionally, you can't configure expiry based on the due date without a target duration.
Expire	This determines the date when the task will expire. If a task is not performed within the expiry period, then the task automatically moves to an expired (completion) status after that period and can't be acted upon. The option to specify the expiry is available for both required and optional tasks. You can't set a default value for the task expiry. However, you can use HCM Data Loader to update the task expiry for your existing tasks in the journey template. You can set the task to expire either based on the task assignment date or task due date. For example, if you specify 10 days after task due date, it means the task will expire that many days after the due date. If you want the task to expire based on the due date and you modify the due date for some reason, the task expiry is calculated again. You can set the expiry duration value between 1 to 365 days so that tasks don’t remain open for a very long period. If the value exceeds 365, a validation error is displayed in the Expire field. Field-level validation for task expiry is enforced when you do these actions: Set up a task using checklist templates. Create a task using Explore Tab > Create Journey. Task expiry is not displayed to the end user. Therefore it is recommended to enable reminders before the expiry duration or configure the target duration and expiry to same number of days. This is what happens when task expiry is configured: The Process HR Checklist and Tasks ESS process during the daily run evaluates tasks that have the expiry configured and moves the tasks to expired status. When this happens, the date of expiry displays along with Expired status and no further action is possible. To notify task owners and performers when a task expires you can use the Task Expiration for Owner (ORA_CHK_TASK_EXPIRED_OWNER) and Task Expiration for Performer (ORA_CHK_TASK_EXPIRED_PERFORMER) predefined alert templates or a user-defined template in the Task Alert Templates section. To receive expiry alerts for a task, you need to navigate to the Notification and Reminders tab. Then, in the Notification Overrides section, select the When task is completed check box for Owner and Performer.
Delay Duration	This delays the start of a task by the number of days configured after which the task is assigned to a task performer. If you configure the task delay duration in units other than days, the application will convert the specified duration into days and calculate based on that. For more details, refer to the Examples of Task Delay Duration in Journeys topic in this guide.
Task Type	Specify the type of task that should be performed, whether it requires the performer to go to an external website or can be performed in an internal application. For example, the task could require a new hire to enroll for benefits. You can use the available task types in any journey category. All task types have the Save as Draft action. If there are mandatory fields in a task (for example, questionnaire or configurable form), you need to enter them all to use the Save as Draft action. When a completed task of the type Questionnaire or Configurable Form is reopened, the responses provided by the task performer when completing the task are preserved. The task performer can update the responses and resubmit. For more details, refer to the topic Task Types in Journeys in this guide.
Attachments and Comments	Enable attachments and comments when you create the task. If you enable Attachments, you can configure the document type you want the attachments to be stored against. In case you don't specify a document type, the attachments won't be stored in Document Records. In case you upload multiple attachments, they will be stored against the same document record for the specified document type. Also, a journey assignee or task performer can add attachments and comments when performing the task. By default, attachments are stored for the task performer but you can change that. Based on what you select, journey assignee or task performer, attachments are stored in that person's document records. The attachments you can store are attachments added to an assigned task, BIP reports that are generated as part of the report task type, and signed documents generated as part of the native electronic signature task type. You can enforce adding attachments and comments by setting the display property to Yes for both Make attachments required and Make comments required on the Display Properties tab of a task. I-9 documents will always be stored against the journey assignee.
Notification and Reminders	You can set task notifications and reminders to draw the attention of task performers to the tasks. You can also specify the frequency for these reminders. You can use predefined alert templates in your journeys to notify task owners and performers for events related to absence, health and safety, learning, person, recruiting, and talent. Task performers and owners access their tasks either from the Recent Notifications Alert or from the My Tasks section in their BPM worklist. Optionally, they can create a user view to filter the tasks in their worklist. For example, task owners may create a user view to only display those tasks that they own and not display tasks for which they're performers.
Notes	Include instructions and details for task performers on how and where to perform the task. If you want to include images in the Notes section for a journey task, it's recommended that you host the image in an accessible location. Additionally, include the image URL in the Notes section instead of embedding the images. If you embed images directly in the Notes section, your table storage will increase rapidly. You can configure the URL that you specify in Notes section to open in a new window. To do this, you select URL as the link type, and then specify the protocol and URL in the Link Info tab. You then select New Window in the Target tab so that the URL opens in a new window. You can hide or change the default Notes header to something more meaningful for the task. If you hide the Notes header, the expand and collapse option is also hidden. This is applicable only for responsive pages and not for Journey pages.
Display Settings	Control access to a task section or action based on role.

Based on the configuration, a task performer can add comments and attachments as listed in this table:

Configuration	Task Performer Action	Result of Action	When to Use
On the journey task setup page, enable Comments and Attachments. Also, enable Send attachments to document records.	Add comments and attachments on the task page.	Only the comments are available in the Completed Tasks section of the assigned journey. Attachments are available only in Document Records.	Recommended if you require the attachments to be available in Document Records after the task is completed.
On the journey task setup page, enable Comments and Attachments.	Add comments and attachments on the task page.	The comments and attachments are available in the Completed Tasks section of the assigned journey.	Recommended if you don't want the attachments to be available in Document Records.
No configuration.	Add comments and attachments directly in the task notification.	The comments and attachments are available only in the notification through BPM worklist until the time that that notification is purged or archived. They won't be accessible from the journey task.	Not recommended for journey task notification.