› Configure a workflow › Add a task

Add a task

When you add a task to your workflow, you can add variables and states and specify the resources (individuals or groups) who will perform the task. If the variable that you need is not available, you can create one while defining the task.

  1. Click below the Start node or any other node.

    The Add activity dialog box is displayed.

  2. On the Workflow tab, click below the Start node.

    The Add activity dialog box is displayed.

  3. On the Type list, select Task. (Default: Task)
  4. By default, the Title is displayed as activity type. You can change the title as needed.
  5. Enter the duration (Due in) within which the task should be completed. (Default: 0 Days, 0 Hours, and 0 Minutes)

    On publishing the solution, the activity amber threshold is set to 50% of this time.

    If you update the time, the amber threshold is only updated on publishing the solution.

  6. On the How to assign task list, specify whether to select resources who will perform task or allow the resources to be automatically assigned by selecting the required option .
    Select users / groups

    You can either select existing individuals or groups or create a new groups if the required group is not available. You can add groups and individuals in the "Who will perform the task" option.

    Automatically assign

    Selecting this option clears any currently selected static resources. Click Yes to confirm.

    On the Assign to list, select the option that you need.

    All the options apply to the current instance of the workflow.

    • Person who completed previous activity: Assigns a resource that performed the previous activity.

    • Job creator: Assigns a resource that created the current instance of the workflow.

    • Job creator's supervisor: Assigns the supervisor of the job creator.

    • Job owner: Assigns a resource that is the owner of the workflow.

    • Person from a specific activity: Assigns a resource that performed a specific activity. On the Activity list, select the activity whose resource you want to assign to the current activity.

      You cannot select a specific activity if there are no activities with usable resources before this activity.

    • Supervisor from a specific activity: Assigns the supervisor of the resource who performed the specific activity. On the Activity list, select the activity whose supervisor you want to assign to the current activity.

      You cannot select a specific activity if there are no activities with usable resources before this activity.

  7. To add groups and individuals Who will perform the task, do either of the following:
    • Click Add to add the existing groups and individuals.
    • Click New Group to create a new group and add members.
  8. To display the data when the user is completing the task, do the following
    1. Click Add for Display data.

      The Add variables dialog box is displayed.

    2. To add variables from an existing list, select the variables as needed.

      Alternatively, create a new variable if the required variable is not available. Click and in the New dialog box, create variables as needed. See Create variables.

    3. Click Done.
  9. Similarly, you can allow the user to enter data when the user is completing the task by clicking Add for Requested data and then select the existing variables or create a new one.
  10. In the properties panel, the inputs and outputs (display and requested data) are displayed in the order specified. You can reorder the data as needed.
  11. Specify a State to apply when the task becomes available or is pending. For example, when the order for goods is confirmed, set the state as, ORDER CONFIRMED.
    You can use the same state twice for different activities within a process.

    At runtime, when states are in use, the dashboard displays the state chart for the jobs.

  12. To generate the activity form for this task, do the following:

    You can generate the form, only if the solution is published at least once, otherwise, an error message is displayed stating "Please publish the solution before generating the form."

    1. Click Generate for Associated form.

      An activity form is generated and the generated form name is displayed in the Associated form box. The Open form, Regenerate, and Clear options are displayed.

      If you use a data model variable in the task, only the "Open form" option is displayed.

    2. You can do the following with the generated form:

      Open form

      Opens a form in the TotalAgility Designer, only if you have Designer access in TotalAgility Designer. If you do not have Designer access and have "Has access" or "Full control" permissions for Quick Apps, then "Open form" option is not available. For more information, see "Assign access permissions for TotalAgility Designer" and "Assign access permissions for Quick Apps" in TotalAgility Designer Help.

      Regenerate

      The form associated with the task is regenerated.

      Clear

      Prompts you that the associated form will be cleared.

      • If you select Yes, the form is deleted and the associated from property is cleared.

      • If you select No, the form is not deleted and only the associated form property is cleared. When you try to generate the form, the following error message is displayed: "A form already exists with the generated name, please provide a unique name". To generate the form with another name, enter a form name in the given box and click Generate.

        The form is generated again with the unique name provided.

  13. You can set dependents for the activity if it has two paths that flow into it by specifying the tasks that must be completed before this activity can be completed. To only use the dependent when its path is active, select Only if active for that node.
  14. To use the advanced workflow rules within workflows so that you can use more advanced resource assignments, click Advanced options.

    The Advanced options pop-up appears.

    The "Advanced options" link is not available if

    • "Who will perform the task" option is set to Automatically assign.

    • There is no resource who will perform the task.

  15. To allow more than one person to complete the task, use the toggle button to set More than one person must perform the task to Yes. (Default: No)

    The Advanced options dialog box is displayed.

    1. Set How should the activity be accessed.

      Available options are:

      • Concurrent: Permits the specified resources to complete the activity in any order or at the same time.

      • Single: Permits the required resources to complete the activity in any order, but only one resource can complete the activity at one time.

      • Sequential: Permits the selected resources to complete the activity in the order specified.

      For more information on "How should the activity be accessed" options, see "Assign resources by applying rules" in the TotalAgility Designer Help.

    2. Specify How many people should perform the task.

      Available options are:

      • All: All the resources added can perform the task.

      • Specific number: Specify the number of resources to perform the task. The number of resources required to perform the activity cannot be greater than the number of assigned resources. (Default:1). To add more individuals who will perform the task, see Step 6.

      • Dynamic: Set the dynamic value using the process or server variable.

    3. To specify when the task can be complete, right-click on the rule editor and define a condition using process or server variables.
    4. Click Validate to validate the condition.
    5. Click OK.

      An indicator (Green color tick mark) appears on the Advanced options button to indicate the advanced settings are configured and are in use.

  16. Click Add.

    The task is added, and the properties are updated and displayed in the properties panel. When you modify the task via the properties panel, the Associated form option, and a link for Advanced options is available in the properties panel which will launch the Advanced options pop-up.