Assign Multiple Tasks operation

Properties for specifying who is assigned the tasks that are generated. You can specify a user list or specific users and groups. You can search for users and groups to express literal values, or use variables and XPath expressions.

You can add as many participants as needed. After you add them, they appear in the table. The following buttons enable you to add and remove participants:

• Click to add a participant. After clicking, select how to specify the participants:

  • User List: Select a user list from an application or create a user list. (See Select a user list .)

  • User: Search for a specific user to assign a task to. (See About Select User.)

  • Group: Search for a specific group to assign a task to. (See About Select Group .)

  • Variable: Select a variable that identifies a user or group. The available variables appear in the Select Variable dialog box.

  • XPath Expression: Create an XPath expression that evaluates to the identifier of a user or group.

  To read about the type of information that a variable or XPath expression must provide, see Use an XPath expression or variable to specify users .)

• Click to remove the selected item from the table.

For each of the items that you add to the table, you can configure the following properties:

Assign To Every User In The Group:

For items that represent a user group, select this option to assign a task to every member of the group. Otherwise, the task is sent to the group’s To Do list.

Allow Out Of Office Designation:

Select this option to forward the task based on the user’s Workspace out-of-office settings.

Describes what the user must do to complete the task.

Task Instructions

A string value that represents the instructions for the task. If you provide a literal value, type the instructions for the task. For information about how to format the instructions using HTML, see Providing task instructions and Task instructions on task cards .

Click the Insert Expression button to provide a template value to include the results of XPath expressions with literal text.

Properties that determine actions that users can select when they complete tasks in workspace. You can configure actions so that when users click them, one or both of the following results occur:

• A specific route is followed. (See Providing actions for submitting tasks .)

• A confirmation message appears to the user. (See Require confirmation when submitting tasks .)

Actions appear in workspace in the order that they appear in this list. Use these buttons to create, modify, and order the actions.

Click to add an action. After clicking, specify property values in the Action Properties dialog box.

Click to modify the selected action using the Action Properties dialog box.

Click to remove the selected action.

Click to move the selected action up in the list.

Click to move the selected action down in the list.

Properties for displaying an asset to users. For information about how to present assets and data to users, see Designing data capture and presentation .

To specify the type of file to display, select one of the following options:

Use An Application Asset:

Select to display an application asset, such as a form or Guide, to the user.

Use A Document Variable:

Select to display the document that is stored in a document variable.

Properties for storing the data that is sent to the AEM forms Server when users complete tasks. Saving the data is necessary if you want to use the data later in the process (for example, when evaluating the results of a document review). For more information, see Working with captured data.

For the following properties, if the variable required to store data is not yet created, click the plus sign (+) button to create a variable. If you are using an XPath expression, click the ellipsis button to open XPath Builder.

Properties for specifying which task tools appear in Workspace when users open the task. If you configure these properties using a variable, it must be a Task Runtime UI variable. To provide literal values, specify values for the following properties.

Default:

Select to display the standard Workspace features.

Approval Container (Deprecated):

Select to display features for reviewing documents. The features enable users to see the status of the review, add comments, and see the task instructions..

Custom:

Select to display a custom set of tools. Custom tools are created by using the AEM forms SDK. (See Programming with AEM forms .) Click Browse to specify where the executable files are located on the AEM forms Server.

Properties of the access control list (ACL) for tasks. ACLs control which Workspace features are exposed to users. For information, see Configuring access to task functionality.

The ACL includes a default entry, called <default ACL>, that applies to all users. Add a user to the list to override the default access control:

• Click Add to search for the user to add to the list.

• Click the ellipsis button to open XPath Builder and create an XPath expression that identifies a user. The expressions must evaluate to one of the following types of information:

  • Global unique identifier (GUID) of the user account, such as 9A7AD945-CA53-11D1-BBD0-0080C76670C0

  • Login name of the user, such as atanaka

  • Canonical name of the user, such as atanaka.sampleorganization.com

  • Eemail address, such as atanaka@sampleorganization.com

  • Common name, such as Akira Tanaka

  • User value that represents the user.

• To remove a user from the list, select the user and click Delete. You cannot remove the default item.

You can control access to the following features:

Claim:

Claim a task. When users have this permission, they can claim a task from another user’s queue.

Add Notes:

Add notes to the task. In addition, the user can set read, modify, and delete rights on each new note.

Share:

Share the task. When a task is shared, the original permissions are enforced, and the user with whom the task is shared can claim the task as their own.

Forward:

Delegate the task to another user.

Add Attachments:

Add attachments to the task. In addition, the user can set read, modify, and delete rights on each new attachment.

Consult:

Consult the task. Consulting is similar to forwarding the task, but the consultant cannot complete the task. The consultant can only open the task, save the task, add attachments and notes, and return the task to the user who requested the consult.

Add ACL For Shared Queue:

Add permissions for other users who have shared queue access to the assigned user’s queue.

Properties that specify whether attachments and notes are exposed in Workspace. Properties also control where the notes and attachments from the task are saved when the task is submitted.

Show Attachment Window For This Task:

Select to allow users to see task attachments and notes.

Input List:

(Optional) A List of document values that represent the attachments and notes to add to the task.

(Optional) A Task Priority value that specifies a priority of Highest , High , Normal , Low , or Lowest . The default is Normal . When specifying a literal value, select the priority from the list.

For more information, see Specifying task priority.

Properties for configuring task reminders. For more information, see Sending reminders about tasks.

You can specify the following characteristics of reminders:

• When the first reminder is sent

• The duration between subsequent reminders

• The task instructions when the reminder occurs

To specify the value as a variable or XPath expression, a Task Reminder value must be provided. To provide a literal value, provide values for the following properties:

Enable First Reminder:

Select this option to send a reminder to the task owner.

Use Business Calendar:

• Select to use business days instead of calendar days to calculate reminder dates. When this option is selected, the Hours and Minutes boxes are unavailable, and the business calendar associated with the selected user is used. If the selected user does not have a business calendar configured, the default business calendar is used.

• Days, Hours, and Mintues: Specify the amount of time (in days, hours, and minutes) after the task is first assigned when the reminder occurs. If the Days, Hours, and Minutes boxes all have a value of 0 , the reminder does not occur.

  Enable Repeat Reminder:

  Select this option to send reminders at regular intervals after the first reminder is sent. The time when repeat reminders occur are calculated from the time that the first reminder is sent.

• Use Business Calendar: Select this option to use business days instead of calendar days to calculate repeated reminder dates. When this option is selected, the Hours and Minutes boxes are unavailable, and the business calendar associated with the selected user is used. If the selected user does not have a business calendar configured, the default business calendar is used.

• Days, Hours, and Mintues: Specify the amount of time (in days, hours, and minutes) after the task is first assigned when the reminder occurs. If the Days, Hours, and Minutes boxes all have a value of 0 , the reminder does not occur.

  Change Task Instructions On Reminder:

  Select this option to change the task instructions when reminders occur. Type the template for the instructions in the box. Click the ellipsis button to incorporate process data using XPath expressions. For information about templates, see .

Properties for configuring task deadlines. You can specify when the deadline occurs, whether to change task instructions when the deadline occurs, and whether a specific route is followed.

To configure deadlines by using a variable or XPath expression, a Task Deadline value must be provided. To provide a literal value, specify values for the following properties:

Enable First Deadline:

Select this option to create a deadline for the task.

Use Business Calendar:

Select this option to use business days instead of calendar days to calculate deadline dates. When this option is selected, the Hours and Minutes boxes are unavailable, and the business calendar associated with the assigned user is used. If the user does not have a business calendar configured, the default business calendar is used.

Days, Hours, and Mintues:

Specify the amount of time (in days, hours, and minutes) after the task is first assigned when the deadline occurs. If the Days, Hours, and Minutes boxes all have a value of 0 , the deadline does not occur.

Change Task Instructions On Reminder:

Select this option to change the task instructions when reminders occur. Type the template for the instructions in the box. Click the ellipsis button to incorporate process data by using XPath expressions.

Follow A Specific Route On Deadline:

Select this option to determine the next operation to execute by specifying the route to follow when the deadline occurs.

Select Route:

Select the route to follow when Follow A Specific Route is selected. If no routes originate from the Assign Task operation, There Are No Outbound Routes appears in the list.

Properties for configuring the text in emails that are sent when a task is assigned, a reminder occurs, or a deadline occurs. In the list, select the event and then configure the email template properties:

Use Server Default:

Use the email template configured on the server.

Do Not Send Email:

Do not send an email notification.

Customize:

Modify the email template for this task. Click Edit Email Template to use the Email Template Editor dialog box to modify the email template for the specified action. (See About Email Template Editor .)

The Assign Multiple Tasks operation can throw an InvalidPrincipal exception. The exception occurs when a user or group that no longer exists is specified as a property value.