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.

Procedure

On the Workflow tab, select  below the RPA node or any other node.

By default, a Start node and an RPA node are added in the Designer area.

The Add activity dialog box is displayed.
On the Type list, select Task. (Default: Task)
By default, "Task" appears as the Title. You can change the title as needed.
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 upon publishing the solution.

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

Select users / groups

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

Automatically assign

Selecting this option clears any currently selected static resources. Select 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 the resource that performed the previous activity.
Job creator: Assigns the 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 who is the owner of the workflow.
Person from a specific activity: Assigns a resource who 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 no activities with usable resources exist 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.

Ensure earlier activities contain usable resources; otherwise, you cannot select a specific activity.

To add groups and individuals Who will perform the task, do either of the following:
- Select Add to add the existing groups and individuals.
- Select New Group to create a new group and add members.
To display the data when the user is completing the task, do the following:
1. Select 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. Select  and in the New dialog box, create variables as needed. See Create variables.
3. Select Done.
Similarly, you can allow the users to enter data when they are completing the task by selecting Add for Requested data and then selecting the existing variables or creating a new one.
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.
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.

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."

Select Generate for the 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.

You can do the following with the generated form:

Open form

Opens a form in the TotalAgility Advanced Studio, only if you have Advanced Studio access in TotalAgility Advanced Studio.

If you do not have the Advanced Studio access, but have "Has access" or "Full control" permissions for TotalAgility Studio, then the "Open form" option is not available.

For more information, refer to "Assign access permissions for TotalAgility Advanced Studio" and "Assign access permissions for TotalAgility Studio" in the TotalAgility Advanced Studio 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 form 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 select Generate. The form is generated again with the provided unique name.

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.
To use the advanced workflow rules within workflows so that you can use more advanced resource assignments, select 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 to perform the task.
To allow more than one person to complete the task, 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, refer to "Assign resources by applying rules" in the TotalAgility Advanced Studio 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 5.
  - 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. Select Validate to validate the condition.
5. Select OK.
  
  An indicator (green tick) appears on the Advanced options button to indicate that the advanced settings are configured and are in use.
Select Add.

The task is added, and the updated properties are displayed in the properties panel. When you modify the task via the properties panel, the Associated form option and a link for Advanced options are also available.

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