Configuring task functionality

You can configure Assign Task and Assign Multiple Tasks operations that the User service provides to control task functionality in Workspace:

Note: Best practices for Workspace provides tips for maximizing the Workspace experience.

Make opening tasks optional

By default, users are required to open tasks in Workspace before they complete the task. However for some processes opening the task to review the content is not mandatory. For example, the task description that appears in the To Do list can convey enough information that enables users to make decisions. In this situation, to work more efficiently, users can complete the task directly from the To Do list.

Note: Some processes require that users review the form before they complete the task. Some industries have common business processes where laws stipulate this requirement.

Make opening tasks optional:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, expand the Workspace User Interface property group.

  3. Clear the Must Open The Form To Complete The Task property.

Maximizing the form or Guide

You can cause task forms and Guides to use all available space in the web browser window by default when opened in Workspace. Users can still maximize or minimize the display area of the form as needed.

Maximize the form or Guide

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, expand the Workspace User Interface property group.

  3. Select Open The Form In Maximized Mode.

Require confirmation when submitting tasks

You can display a confirmation message to Workspace users when they submit a task. Users can either click OK to agree to the message or click Cancel. The message can be any text that you provide. You can also include HTML code to format the appearance.

Confirmation messages are useful when a contractual agreement is required between you and the user. For example, your legal policies require that users attest to the validity of the information they provided in a form. When they submit the form in Workspace, the confirmation message can ask them to click OK to attest that the information they provided is true.

When users click OK in the confirmation dialog, the task completes. The Cancel button closes the dialog and returns the user to the task. Along with the IP address and the user ID that is also stored, the confirmation message is an effective click-through electronic signature.

Confirmation messages are associated with user actions. You can provide a different confirmation message for different user actions.

Add a confirmation message to a user action:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, expand the User Action Names property group.

  3. Add a new action or edit the action to add the confirmation message to:

    • To add a new action, click the Add A User Action button  .

    • To edit an action, click the Modify A User Action button  .

  4. In the Action Name box, type the name of the action as you want it to appear to the user.

  5. Select This Action Needs Confirmation, And Will Use The Following Text As The Message.

  6. In the box, type the message. You can include XPath expressions in the message. When evaluated at run time, the value of the expression is inserted into the message. To open XPath builder, click the ellipsis button  .

  7. Click OK.

Specifying the Workspace user interface

You can control which set of tools are available in Workspace when users open tasks by selecting one of the following options:

Default:
The standard set of Workspace features are available.

Approval Container (Deprecated):
Provides tools for reviewing documents. The tools enable users to see the status of the review, add comments, and see the task instructions. This option is typically selected for review and approval processes.
The Task Result Collection that stores task output provides the information that appears in the Approval Container (Deprecated). (See Saving task data .)

Custom:
You can develop a custom set of tools and integrate them with Workspace. The tools are created by using the AEM forms SDK. (See Programming with AEM forms .) For example, you can customize the way task notes and process variables are displayed, or create custom rules such as requiring attachments to be added before completing the task.

To use a custom set of tools, you also specify where the executable files are located on the AEM forms Server.

Specify Workspace tools:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, expand the Workspace User Interface property group.

  3. Select Default, Approval Container (Deprecated), or Custom.

  4. If you selected Custom, click Browse and locate the SWF file for the custom tools.

Setting time constraints

To ensure that tasks are completed within a specific amount of time, specify constraints on the amount of time a user has to complete tasks:

You can specify whether the time constraints that you configure are in calendar days or in business days. (See About business calendars .) Each user is associated with a business calendar, as configured by using the forms workflow administration tools. (See “Configuring Business Days” in forms workflow administration help .)

Time constraints are important for Assign Multiple Tasks operations. There is a higher chance that delays can occur in completing all of the tasks that the operation generates.

About business calendars

Business calendars define business and non-business days (for example, statutory holidays, weekends, and company shutdown days) for your organization. When using business calendars, AEM forms skips non-business days when performing certain date calculations. You can specify whether to use business calendars for the following types of items:

  • User-associated events such as task reminders, deadlines, and escalations

  • Actions not associated with users, such as Timer Events and the Wait service

For example, a task reminder is configured to occur three business days after the task is assigned to a user. The task is assigned on Thursday. However, the following three days are not business days because Friday is a national holiday and the next two days are weekend days. The reminder is therefore sent on Wednesday of the next week.

Note: When you use business calendars, time calculations are done to the nearest day. When using the default calendar, calculations are done to the nearest minute.

When calculating dates and times using business calendars, AEM forms uses the date and time of the server where it is running. The server does not adjust for the difference between time zones. For example, a task reminder is scheduled to occur at 10:00 A.M. on a server running in London. The user who receives the reminder is in New York City. The user receives the reminder at 5:00 A.M. local time.

You can define business calendars and business days by using the forms workflow administration tools in administration console. (See forms workflow administration help .)

Sending reminders about tasks

Set reminders for Assign Task and Assign Multiple Tasks operations to prompt users to complete the associated tasks. Reminders help to ensure that the user who is assigned a task completes it in a timely manner. You can send an initial reminder with the option of repeating the reminder at regular intervals.

The dates when reminders occur can be expressed by using either calendar days or business days. You can also change the task instructions when the reminder occurs. When a reminder occurs, a blue clock icon appears for the task in Workspace. You can also send an email message to the user.

Note: Reminders remain configured for Assign Task and Assign Multiple Tasks operations even if they are reassigned to another user through escalation. If you are configuring both reminders and escalations, ensure that the timing for them is appropriate.

The time is measured from when the task is first assigned to a user.

Configure reminders:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Reminders property group.

  3. Expand the Reminders property group.

  4. In the list next to the Reminders label, select Literal Value.

    If you select XPath Expression, the expression that you create must evaluate to a ReminderInfo value.

  5. Select Enable First Reminder.

  6. To calculate the date when the reminder occurs using business calendars, select Use Business Calendar.

  7. Specify the amount of time that passes after the task is initially assigned until the reminder occurs:

    • In the Days box, type the number of days.

    • (Calendar days only) In the Hours box, type the number of hours in addition to the days you specified.

    • (Calendar days only) In the Minutes box, type the number of minutes in addition to the days and hours you specified.

  8. To specify that the reminder occurs at regular intervals, select Enable Repeat Reminder.

  9. To calculate the date when the reminder occurs using business calendars, select Use Business Calendar.

  10. Specify the amount of time between reminders:

    • In the Days box, type the number of days.

    • (Calendar days only) In the Hours box, type the number of hours in addition to the days you specified.

    • (Calendar days only) In the Minutes box, type the number of minutes in addition to the days and hours you specified.

  11. To change the task instructions when the reminder occurs, select Change Task Instructions On Reminder and, in the box, type new instructions. You can also click the ellipsis button  and create an XPath expression that provides specific task instructions when the reminder occurs.

Setting deadlines for tasks

Set a deadline on a task if you want to limit the amount of time that users are given to complete the task. After the deadline period elapses, the task state is automatically set to complete and the task moves to the next step in the process. Optionally, the process can continue using a route that follows the task on the process diagram.

A deadline moves the task to the next step in the process, where as an escalated task remains on the same step in the process, but assigns that task to another user.

The date when a deadline occurs can be expressed by using either calendar days or business days. The time is measured from when the task is first assigned to a user. You can change the task instructions when the deadline occurs and a red clock icon appears for the task in Workspace. You can also send an email message to the user.

When a deadline occurs, if the user saved a draft of the task the saved information is submitted with the task. Typically, information that is saved with the draft is incomplete and not reliable. Follow a specific route when deadlines occur.

Set a deadline:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Deadlines property group.

  3. Expand the Deadlines property group.

  4. In the list next to the Deadline label, select Literal Value.

    If you select XPath Expression, the expression that you create must evaluate to a DeadlineInfo value.

  5. Select Enable Deadline.

  6. To calculate the date when the deadline occurs using business calendars, select Use Business Calendar.

  7. Specify the amount of time that passes after the task is initially assigned until the deadline occurs:

    • In the Days box, type the number of days.

    • (Calendar days only) In the Hours box, type the number of hours in addition to the days you specified.

    • (Calendar days only) In the Minutes box, type the number of minutes in addition to the days and hours you specified.

  8. To change the task instructions when the deadline occurs, select Change Task Instructions On Deadline and, in the box, type new instructions. You can also click the ellipsis button  and create an Xpath expression that provides specific task instructions when the deadline occurs.

  9. To follow a route after the deadline occurs, select Follow A Specific Route On Deadline and, in the Select Route list, select an existing route.

Escalating tasks

For Assign Task operations, you can assign a task to another user when a task is not completed within a certain period. For example, if a loan officer does not complete a loan application within two days, it can be assigned to the loan officer’s supervisor. Escalations are also useful for forwarded tasks.

You can also use reminders to encourage the completion of critical tasks.

To configure an escalation, specify the time period after which the escalation occurs, as well as the user who is assigned the task. The date when an escalation occurs can be expressed by using either calendar days or business days.

Important: The process stalls if you escalate the task to a user who does not exist.

The escalation time period is measured from when the task is first assigned to a user. Escalation does not occur if you do not specify a time period.

Reassign a task as part of escalation:

  1. Select the Assign Task operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Escalation property group.

  3. Expand the Escalation property group.

  4. In the Escalate Task area, select Escalate Task.

  5. To calculate the date when the escalation occurs using business calendars, in the Schedule Escalation area, select Use Business Calendar.

  6. Specify the amount of time after the task is initially assigned that the escalation occurs:

    • In the Days box, type the number of days.

    • (Calendar days only) In the Hours box, type the number of hours in addition to the days you specified.

    • (Calendar days only) In the Minutes box, type the number of minutes in addition to the days and hours you specified.

  7. In the Select Escalation User area, specify the user who is assigned the task when the escalation occurs. (See Send a task to one user .)

  8. Specify whether to reassign the task based on the user’s out-of-office preferences. (See Assigning tasks to users .)

Overriding task notification settings

Email notifications can be sent to users when they are assigned a task, and when reminders and deadlines occur. Email notification settings are configured globally by using the forms workflow tools in administration console. However, you can override the following settings for tasks that Assign User operations generate:

  • Specify that no notification is sent.

  • Customize the body of the email message.

The settings that are configured in administration console are used by default. (See forms workflow administration help .)

In Workspace, users can configure preferences so that they are sent email about tasks that they are assigned. By default, Workspace users are configured to receive email notifications. (See Workspace Help .)

Configure email notifications:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Custom Email Templates property group.

  3. Expand the Custom Email Templates property group.

  4. In the Custom Email Templates area, select the type of notification to configure:

    • Task Assignment: When the task is assigned to a user

    • Reminder: When a reminder occurs

    • Deadline: When a deadline occurs

  5. Select the notification configuration to use:

    • Use Server Default: The notification settings are used as configured in administration console.

    • Do Not Send Email: No notifications are sent.

    • Customize: Send an email and use a custom email template to define the message subject and body.

  6. If you selected Customize, click Edit Email Template to define the custom email template that is used. (See Creating email templates .)

  7. Repeat steps 3–5 for each type of notification that you want to configure.

Creating email templates

Email templates define the subject and body of email notification messages. You can create email templates when you override the global settings for task notifications. (See Overriding task notification settings .)

You can specify the following properties of email messages:

  • Content of the message subject

  • Content of the message body

  • Encoding to use for the message

  • Message format (text or HTML)

  • Whether to attach the task form in the message. This option is not available for deadlines.

Note: Only PDF forms can be attached to email messages. If you are rendering XDP files to HTML for use in Workspace, the forms are rendered to PDF for email attachments.

Use the Email Template Editor dialog box to author the email template. The dialog box provides several buttons that simplify the authoring process. When you click a button, text is automatically added to the email template. The following table describes the buttons.

Button

Description

XPath

Inserts an XPath expression enclosed by curly brackets ({}) and dollar signs ($). At run time, the value that the expression evaluates to replaces the expression.

@@

Inserts forms workflow variables enclosed by @@ symbols. At run time, the value of the variables replaces the variable name:

Task Id: The identification of the current task.

Instructions: The value of the Task Instructions property of the Assign Task operation.

Process Name: The name of the process.

NotificationHost: The name of the computer that sends the notifications. In clustered environments, only one AEM forms Server in the cluster sends notifications.

Operation Name: The value of the Name property for the Assign Task or Assign Multiple Tasks operation.

Description: The value of the Description property for the Assign Task or Assign Multiple Tasks operation.

Actions: A numbered list of user actions for the task. Users can click the action they want to use to complete the task.

URL (HTML only)

Inserts the HTML code that provides a link to the task:

    <a href="http://@@notification-host@@:<PORT>/workspace/Main.html? 
    taskId=@@taskid@@">Click here to open the Task</a>
Note: Type a port number in place of <PORT> in the URL.

For information about other parameters that you can use in the URL, see Workspace URL parameters .

Para (HTML only)

Inserts <p></p> tags.

Break (HTML only)

Inserts <br/> tag.

Bold (HTML only)

Inserts <b></b> tag.

Italics (HTML only)

Inserts <i></i> tags.

Color (HTML only)

Inserts the following HTML code:

<span style="color:Red;"></span>

Font (HTML only)

Inserts the following HTML code for specifying a change in font style:

<span style="font-family: arial, sans-serif; font-size: xx-small;"> 

Link (HTML only)

Inserts the following HTML code for adding hypertext:

<a target="_blank" href=""></a>

Table (HTML only)

Adds the following HTML code, which defines a table that has two rows and two columns:

<table border="1" cellpadding="1" cellspacing="0" width="100%"> 
<tr> 
<td align="left" valign="middle" width="50%" 
bgcolor="Silver">&nbsp;</td> 
<td align="left" valign="middle" width="50%"  
bgcolor="Silver">&nbsp;</td></tr> 
<tr> 
<td align="left" valign="middle" width="50%">&nbsp;</td> 
<td align="left" valign="middle" width="50%">&nbsp;</td></tr> 
</table>
Note: You can use other HTML tags as required.

For information about how to open the Email Template Editor dialog box, see Overriding task notification settings .

Configure a custom email template:

  1. In the Subject box, enter the content to use for the email subject. Use the XPath or @@ button as required.

  2. In the Encoding list, select an encoding to use for the email.

  3. In the Body Format list, select the format to use for the email message.

  4. On the Body tab, enter the content to use for the email subject. Use the buttons to insert content as required.

  5. (Task Assignment and reminders) To include the form and data as an attachment to an email for the task, select Include Form Data In Email.

  6. (Optional) Click the HTML Preview tab to test the appearance of the email template and then click OK.

Workspace URL parameters

You can include parameters in the URL for Workspace so that hypertext links open to a specific area of Workspace. For example, if you are including the link to a task in a task notification email, the link can open the task in the web browser.

Workspace URLs have the following format:

http://[server name]:[port]/workspace?[parm]=[value]

[server name] is the name of the AEM forms Server

[port] is the server port used for AEM forms

[parm] is the name of the parameter

[value] is the value of the parameter

The following table lists the parameters and their valid values.

Parameter name

Value

Result

taskId 

The ID of an existing task.

Opens the form for the task in the To Do page.

startPage

The following values are valid:

  • startProcess

  • toDo

  • tracking

Opens a specific Workspace page. The value determines the page:

startProcess: The favorite area of the Start Process page.

toDo: The To Do page.

tracking: The Tracking page

startEndpoint
[service name].[endpoint name]
  • [service name] is the name of the service for a process version.

  • [endpoint name] is the name of the Task Manager endpoint that has been created for the service.

Opens the form in the Start Process page for invoking the process.

For example, the following URL opens the form for a process named SimpleMortgageLoan-PDF with a TaskManager endpoint named SimpleMortgageLoan-PDF:

http://localhost:8080/workspace?startEndpoint=SimpleMortgageLoan-PDF.SimpleMortgageLoan-PDF
The ID of a task is not defined until the task is created. The ID is available when the prepare data service of an action profile executes. You can use the prepare data service to obtain the task ID. (See About prepare data services .)

Enable task completion by replying to notification email

To complete tasks, users can reply to email notifications that they receive when they are assigned tasks. When replying, users need to include the name of a user action in the body of the reply. The included user action is used to complete the task.

You can include links in the task notification email that, when clicked, create the email message to use to reply. If no user actions are defined for the task, a single link is provided for completing the task. To include the links, add @@actions@@ to the template for email notifications. (See Creating email templates .)

Include enough information in the notification email so that users can make decisions without opening the task.

The Assign Task or Assign Multiple Tasks operation must allow tasks to be completed without opening them. (See Make opening tasks optional .) If opening tasks is required, replies to email notifications have no affect.

Configuring task delegations and consultations

For Assign task operations, you can restrict who a user can delegate or consult with for a task:

  • When users delegate a task, it is either forwarded to another user or shared. Another user who belongs to a specific group can claim shared tasks.

  • When users consult a task, the task is assigned to another user to help complete the task. However, ownership still belongs to the user who consulted the task.

You can also restrict who a user can delegate or consult a task with by specifying a group of users.

Restrict delegation or consultation of tasks:

  1. Select the Assign Task operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Reassignment Restrictions property group.

  3. Expand the Reassignment Restrictions property group.

  4. To restrict who can receive forwarded tasks and access shared tasks to the users in a group, perform the following steps:

    • Select Forward To And Share With Only Members Of This Group.

    • Click the Browse button, select a group, and click OK.

  5. To restrict who can be used for consultation to the users in a group, perform the following steps:

    • Select Consult Only To Members Of This Group.

    • Click the Browse button, select a group, and click OK.

    Note: If you specify the property values by using an XPath Expression, the expression must evaluate to a Task Delegate And Consult data item.

Configuring the sharing of forwarded tasks

By default, Workspace users can access tasks that are forwarded to queues that they shared queue access to. The Share Tasks For Shared Queues process, which is installed and activated when you install forms workflow, implements this feature.

For example, the director of a business unit configured the queue so that the business unit's administrator has shared queue access. When a Workspace user forwards the director a task, the Share Tasks For Shared Queues process is invoked. The administrator is also provided access to the forwarded task.

If you want to see forwarded tasks that are sent to shared queues, stall the Share Tasks For Shared Queues process.

Note: When the Queue Sharing service is deactivated, the associated user interface appears unchanged in Workspace. As a result, error reports can appear in the AEM forms Server log.

Configuring the sharing of claimed tasks

By default, the Share Tasks For Shared Queues process allows Workspace users to access tasks that are forwarded to shared queues. You can also configure AEM forms to allow users to access tasks that are claimed from other queues.

For example, user1 shares a work queue with user2, and user2 shares a work queue with user3. When user2 claims a task from the user1’s queue, it appears in the queue that both user2 and user3 share. Both users have access to it.

Note: When a user claims a task, Workspace locks the task. Users cannot see claimed tasks in To Do lists that they have shared access to.

Because access to claimed tasks is not part of the installed Share Tasks For Shared Queues process, you must modify the process to add this functionality. This procedure involves adding a TaskClaimed event to the process diagram and configuring it to store the results in process variables. When this process is activated, users have shared access to both the tasks that are forwarded and the tasks that are claimed from another user’s queue.

Modify the Share Tasks For Shared Queues process:

  1. Click Window > Show View > Processes and expand the forms workflow category.

  2. Import the Share Tasks For Shared Queues-1.0 process version in to a new application and check out the process.

  3. Drag the Event abstract element onto the process diagram.

  4. In the Name box, specify the name of the event (for example, TaskClaimed event).

  5. Click Select An Event, expand the Asynchronous event category, select TaskClaimed, and click OK.

  6. Click the Event Start Point and do the following tasks to configure the event:

    • Click the Process Data Map tab.

    • Click the elipses for the Process Data field and then double-click taskID . The following expression appears in the Process Data name box: process_data/@taskID . Click OK.

    • Click the elipses for the Event Content field, expand the MapContent tree, and then double-click TaskID . The following expression appears in the Event Content box: /MapContent/TaskID . Click OK.

    • Click OK to add the expression to the table.

    • Repeat the steps to create expressions that map queueId to QueueId and userId to AssignedUser .

    The following expressions are in the table:

    /process_data/@taskID = /MapContent/TaskID 
    /process_data/@queueId = /MapContent/QueueId 
    /process_data/@userId = /MapContent/AssignedUser
  7. Click OK. The Share Tasks For Shared Queues process diagram looks like this illustration.

  8. Save and check in the process .

Configuring access to task functionality

The Access control list (ACL) restricts the use of Workspace features for specific users. For each user who can be assigned the task, you can create an ACL that controls the user’s access to the following task features:

Claim:
The user can claim the task from another users queue.

Add Notes:
The user can add notes to the task and also set the access permissions for the notes.

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

Forward:
The user can forward the task to another user. When tasks are forwarded, the ACL is still enforced for the user it is forwarded to.

Add Attachments:
The user can add attachments to the task and also set the access permissions for the attachments.

Consult:
The user can consult the task. Consulting is similar to forwarding; however, the user who is consulted cannot complete the task. After the user who is consulted submits the form, it is returned to the original owner. The original owner then submits the form to complete the task.

Default ACL

All Assign Task and Assign Multiple Tasks operations include a default ACL. Unless you create an ACL for a specific user, the default ACL is used for that user. To control the availability of features for specific users, create an ACL for that user. The default ACL allows users to add attachments, forward the task, and add notes. This ACL is suitable for most design scenarios.

The default ACL is named <default ACL> .

ACLs and shared queues

You can extend the ACL to users who have shared access to the assigned user’s queue. The permissions that are set in the ACL for the assigned user are extended to users with shared queue access.

Important: Do not extend the ACL to users who have shared queue access if the task exposes confidential information. For example, users’ social security numbers are typically kept private.

ACLs and forwarded tasks

ACLs are not extended to users who are forwarded tasks. For example, when a user who has an ACL created for them forwards a task to another user, that user is restricted according to their ACL, or the default ACL.

Specifying users

You can specify the users to apply ACLs to by searching for them or by using XPath expressions:

  • Search for the user if the user is valid for all instances of the process.

  • Use XPath expressions when the circumstances of the process instance determines who the ACL is created for.

When you use XPath expressions, the expressions must evaluate to one of the following types of information:

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

  • The login name of the user, such as atanaka

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

  • The email address, such as atanaka@sampleorganization.com

  • The common name, such as Akira Tanaka

  • The User value that represents the user

Add an ACL for a user:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Task Access Control List (ACL) property group.

  3. Expand the Task Access Control List (ACL) property group.

  4. In the Task ACLs area, click Add.

  5. In the Search Type area, select the property of the user account to search on, either User Name or Email.

  6. In the topmost box, enter text that matches all or part of the property that is being searched, and then click Find.

  7. In the Results box, select the user, and then click OK.

    You can add only one user at a time. When you add a user, their ACL provides access to the Add Notes, Forward, and Add Attachments features by default.

  8. Select the user from the user list.

  9. Select and deselect permissions for the selected user.

Extend the ACL to shared queues:

In the Task Access Control List property group, select Add ACL For Shared Queue.

Delete a user from the access control list:

Select the user from the user list and click Delete.

Configuring attachments and notes

You can specify whether the attachment window appears in Workspace for a task. You can also populate the attachment window with notes and attachments:

  • Copy the notes and attachments that were attached to the previous task.

  • Add the documents that are stored in a list variable as attachments.

When the task is completed, you can save the attachments and notes in a list of document variables.

Note: The document values are appended to the end of the list if the list value already contains documents. To replace a list, specify the index of the first item in the list. For example, you specify the XPath expression /process_data/listVar[1] .

Assign Task and Assign Multiple Tasks operations do not show the attachment window by default.When you use attachments or notes in a process, consider whether they are important to the process and how much storage space they require.

Attachments and notes within subprocesses are not directly available to the main process. You can make them available with an output variable of type list and a subtype of document .

Configure attachments and notes:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, click the All button to display the Attachments property group.

  3. Expand the Attachments property group.

  4. To show the attachment window in Workspace, select Show Attachment Window For This Task.

  5. To specify the attachments to initially attach, use the Input List to select a list variable that contains the documents to attach.

  6. For Assign Task operations, to save attachments that are submitted with the task, use the Output Attachments list to select a list variable to use to store the attachments.

    Attachments submitted for Assign Task and Assign Multiple Tasks operations can be saved with submitted task data. (See Saving task data .)

Specifying task priority

You can specify the priority of a task so that Workspace users can sort their tasks by priority. Tasks that have priorities other than NORMAL appear with color-coded exclamation marks. The following priority levels are provided:

  • HIGHEST

  • HIGH

  • NORMAL

  • LOW

  • LOWEST

Specifying a priority does not affect how the process executes on the server.

Specify task priority:

  1. Select the Assign Task or Assign Multiple Tasks operation on the process diagram.

  2. In the Process Properties view, expand the Priority property group.

  3. In the Task Priority list, select the priority to assign to the task.

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