Configuring task functionality

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.

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.

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.

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, or Custom.

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

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.

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.

Modify the Share Tasks For Shared Queues process:

1. Click Window > Show View > Processes and expand the Process Management 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 .

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.

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.

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.)

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.