Create a work queue automation rule

Create a work queue automation within the Designer. It can be used to automatically complete or reassign activities based on the rule logic.

1. Navigate to Workflow > Business rules.

   The Business rules page appears.

2. Click New > Work queue automation.

   A new work queue automation opens in a new browser tab.

   • The system creates a new work queue automation with some default properties.

   • By default, the Design tab is selected on the Modeling bar.

   • The Add input and Add output options are available.

3. In the Properties panel, a default name (New work queue automation rule) appears in the Name field. You can change the name for the work queue automation as required.
4. Configure the properties for the work queue automation.
5. Create variables for the work queue automation and set the variables as rule inputs and outputs.
   1. On the modeling bar of work queue automation, click Variables and click New.

      The New variable dialog box is displayed.

   2. Enter a Name for the variable.
      By default, the name of the variable becomes the ID of the variable; however, you can change the ID if needed.
   3. Select the variable Type such as Date. (Default: String)
   4. To set the variable as input, select Input and provide a value.
   5. To set the variable as output, select Output and provide a value.
   6. Click Add another to add as many variables as needed without navigating away from the New variable dialog box or click Add and close to add one variable and close the dialog box.

      The Variables page appears.

   7. Similarly, create other variables.
      By default, all the variables are sorted on Name and displayed in ascending order. However, you can sort (ascending or descending) on the following columns: Name, ID, Type, Value, Input, and Output.
   8. To view the variables of a specific type, on the Type filter, select the variable type, such as Folder. (Default: All)
      The variables of the selected type are displayed.

      The Type filter only contains the variable types that exist in the list for the current work queue automation.
6. To set the order in which TotalAgility should process the input and output variables, perform the following steps:
   1. Click the Input/Output order link on the Variables page. The Input/Output variables dialog box is displayed.
   2. Select the Input or Output tab and use  or .

      Click OK.

7. To add a condition, perform the following steps:
   1. Click .

      The New condition dialog box displays the inputs and outputs.

   2. To configure the input, on the On Behalf Of list, select a specific resource that requested the automation. For example, you can set your work queue automation to complete tasks on your behalf for activities that have defined rules.

      When an activity that is assigned to you becomes pending and if the Work queue automation system setting is selected, then the activity is completed depending on the following conditions:

      • If a work queue automation rule where you are listed in the On Behalf Of column, is executed, the activity is completed once all the conditions are satisfied. The activity is recorded as being completed by you, however, the audit log entry states that it is completed by your work queue automation on your behalf. The job history also indicates the same.

      • If a work queue automation where no one is listed in the On Behalf Of column, is executed, the activity is recorded as being completed by TotalAgility, and the audit log entry states that it is completed by the work queue automation on behalf of TotalAgility. The job history indicates that it is completed by the work queue automation.

      • If the work queue automation rule fails to execute, a process note is added to the Designer to let the process designer know there is an issue. A job note is also added.

      • If none of the conditions in the rule match or the rule fails to execute, then the activity remains on the work queue for manual completion.

   3. To configure the output, use one of the following options:

      • On the Update Assignment To list, select a specific resource or a specific group.

      • Complete using a dynamic (process variable, server variable, error code, or business data) or an inline value.

      For example, you can set your work queue automation to reassign tasks. When an activity that is assigned to you becomes pending and if the work queue automation system setting is selected, then the activity is completed depending on the following conditions:

      • If a work queue automation rule where you or no one is listed in the On Behalf Of column, is executed, the activity is completed once all the conditions are satisfied. The activity is reassigned to you as listed in the Update Assignment To column.

        If you are listed in the On Behalf Of column, the audit log entry states that it is reassigned by work queue automation on behalf of you.

        If no one is listed in the On Behalf Of column, the audit log entry states that it is reassigned by work queue automation on behalf of TotalAgility.

      • If the work queue automation rule fails to execute, a process note is added to the Designer to let the process designer know there is an issue. A job note is also added.

        If advanced workflow rules are configured for the activity, no process or job note should be added.

      • If none of the conditions in the rule match or the rule fails to execute, then the activity remains on the work queue for manual completion.

      In the job history, you can see the activities that are completed by a work queue automation. The work queue automation checkbox is automatically selected for those activities.
   4. Provide the comments in the Comments box.
   5. Click Add.
8. You can reorder the rows in a decision table using  and .
9. Release the work queue automation rule.