Advanced Task (External Forms) activity

An activity that combines the operations of the Dynamic Parallel, Dynamic Sequential, and Voting activities. This activity lets participants in a running process adapt to new requirements. They can add new participants to complete a human task in parallel, in sequence, or as voters. When the activity runs, process participants can add users through the task list or Manager app.



Configure the Advanced Task (External Forms) activity

To configure the Advanced Task (External Forms) activity, do the procedure in this topic.

Good to Know

  • In most text fields, you can use process data variables as an alternative to literal data values.
  • Use a Standard Task activity only if you do not want the form to start the process. If you want your form to start the process, use the Start Task (eForms) activity or Start Task (External Forms) activity.
  • Documentation for Integrations with Third-Party, External, or Open Source Technologies

    The highest priority for AgilePoint NX Product Documentation is accuracy. Whenever feasible, AgilePoint provides input details, business rules, or example values for third-party integrations. These can include any technology that is not native to AgilePoint NX, such as Salesforce, Active Directory, or REST. However this information is subject to change without notice to AgilePoint. Because we can not guarantee the accuracy of this information, the details provided for third-party product input values, as well as examples for third-party product integrations, are limited in the AgilePoint documentation. It is the responsibility of third-party vendors to provide documentation related to these aspects of their software and services.

    For examples of use case implementations or configuration field input values for third-party products, AgilePoint recommends these resources:

    • AgilePoint Community Forums - An AgilePoint-moderated, crowd-sourcing user forum where you can ask questions about specific techniques, the solutions to use cases, workarounds, or other topics that may not be covered in the Product Documentation.
    • Professional Services - If you can not find the information you need for your specific business problem, mentoring is available through AgilePoint Professional Services.
    • Personalized Training - AgilePoint can provide personalized training for your organization. To request personalized training, contact AgilePoint Sales.
    • Third-Party Vendor Documentation - Whenever feasible, AgilePoint provides links to third-party vendor documentation.

      This does not include technology standards or protocols, such as JavaScript, REST, or FTP. Resources for these technical standards are publicly available on the Internet.

How to Start

  1. On the Application Explorer screen, do one of these:
  2. Do one of these:
    • Add an activity:
      1. In the Process Builder, in the Activity Library, open the External Forms External Forms icon tab.
      2. On the External Forms External Forms icon tab, drag the Advanced Task (External Forms) Advanced Task icon activity onto your process.
    • Change an activity:
      1. In your process, double-click your activity.

Procedure

  1. Complete the fields on the General Configuration screen.

    For more information, refer to Configure General Options for an Activity with External Forms.

  2. Click Participants Participants icon
  3. Add or change participants for your task on the Participants screen.

    For more information, refer to Add Participants to a Human Task with External Forms.

  4. Click User Defined Properties User Defined Properties icon.
  5. Configure user defined properties on the User Defined Properties screen.

    For more information, refer to Configure User Defined Properties.

  6. Click Update Process Instance Variable Update Process Instance Variable icon.
  7. Set process data variables whose values you want to change a variable on the Update Process Instance Variable screen.

    For more information, refer to Change a Process Instance Variable.

  8. Click Voting Task Configuration Voting Task Configuration icon
  9. Binds data to an XML schema to manage approvals as votes on the Voting Task Configuration screen.

    For more information, refer to Configure Voting for External Forms.

  10. (Optional) ​When the task changes status, you can send notifications using e-mail, Yammer, Salesforce Chatter, Skype for Business, or SMS:
  11. (Optional) If you want to configure your task to show on a mobile device, click Advanced Advanced icon > Mobile View Mobile View icon.

    For more information, refer to Mobile View.

General Configuration

Specifies the basic settings for the Advanced Task activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field Name Definition

Display Name

Function:
Specifies the activity name that shows in your process.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Description

Function:
Specifies an optional text description for your activity.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Time to Complete

Function:
Specifies the maximum amount of time that should be allowed for the completion of the task associated with this activity before it is considered Overdue. This is a combination of a number of minutes, hours, days, or weeks.
Accepted Values:
A number of minutes, hours, days, or weeks.
Default Value:
1 Day
Accepts Process Data Variables:
Yes

External form to be associated with this task

Function:
Specifies the name of the task that shows in a participant's task list.

In most cases, for processes that use ASP.NET forms, this value also determines the file names for the .aspx form pages.

Accepted Values:
The values for this property change with the type of process you are using:
  • Generic - Does this:
    • Specifies the name that shows in the participant's Task List for this task.
    • If you create an ASP.NET project for this process in AgilePoint Developer, a new .aspx page is created for each human task with the same file name as the value of the Work to Perform property.
  • SPList - Specifies the name that shows in the participant's Task List for this task.
  • AgileForms - Specifies the name that shows in the participant's Task List for this task.

    The default value for this field is FormRender. AgilePoint recommends you change this value.

Default Value:
None, except for AgileForms processes.
Accepts Process Data Variables:
No

Participants

Specifies the people, groups, or roles assigned to a human task..

Screen



Fields

Field Name Definition

Details

Function:
Shows participants for the task.
Accepted Values:
  • Any user, group, or role - You can add users, groups, or roles as participants, as long as ProcessInitiator is also included in the list.
  • A process data variable.
  • ProcessInitiator - This is a process data variable for that represents a participant who completes a form to start a process instance. This value is required for start tasks.
Default Value:
  • ProcessInitiator - For start tasks.
  • None - For other tasks.
Accepts Process Data Variables:
Yes

Participant Type list

Function:
Specifies a category of participants to add to the task. The list of participants of the type you select shows.
Accepted Values:
Default Value:
Groups
Accepts Process Data Variables:
No

Search

Function:
Does a search based on the specified criteria.

Assign task to the same participants each time activity runs

Function:
Specifies if, when a activity runs more than one time during a process, the same participants must complete the task each time.
Accepted Values:
  • Selected - If an activity is runs more than one time, the same participants who took assignment the first time are also assigned the task each time after.
  • Deselected - If an activity is runs more than one time, any participants can take assignment each time.
Default Value:
Selected
Example:
Ann is part of a group, and takes assignment for a task. She rejects the task. If this field is selected, the next time the process starts this task, the same user, Ann is assigned the task. If this field is deselected, the task goes back into the pool, and anyone in the group can take assignment.

Approval Order

Function:
Specifies if the participants can approve the tasks in a specified order.
Accepted Values:
  • Parallel - The task does not complete until the specified participants complete their approvals. However, it is not necessary to complete in any order.
  • Sequential - The task does not complete until the specified participants complete their approvals in a specified order.
Default Value:
Parallel
Example:
Refer to:

User Defined Properties

Specifies ClientData process data variable values that are associated with a human task activity when a process runs. You can specify a set of variables as name/value pairs that are sent to your web forms. This is an alternative to sending data with URL parameters.

Screen



Fields

Field Name Definition

Name

Function:
Specifies the name for the ClientData.

The ClientData property stores data related to the human task activity. This is like defining a process data variable to store specific values.

Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
Yes

Value

Function:
The value for the ClientData variable.
Accepted Values:
A number or a text string that can contain spaces.

You can set the value for the process data variable by using an XML value.

Default Value:
None
Accepts Process Data Variables:
Yes

Type

Function:
Determines the data type for the ClientData variable.
Accepted Values:
  • string
  • int
  • bool
  • decimal
Default Value:
string

Add Add icon

Function:
Creates a row where you can specify a ClientData property.

Delete Delete icon

Function:
Deletes the selected row from the user defined properties list.

Update Process Instance Variable

Updates a value for a process data variable based on a specified type of event.

Screen



Fields

Field Name Definition

Process Instance Variable

Function:
Specifies the name of the process data variable you want to update on the basis of an event type.
Accepted Values:
  • The name of process data variable to be updated.
  • You can also use the XML variable associated with the process.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:

Value

Function:
Specifies a value for the process data variable that is set when an event occurs.
Accepted Values:
Default Value:
None
Accepts Process Data Variables:
Yes

When To Update

Function:
Specifies the event that causes the process data variable to be set to your value.
Accepted Values:
  • Enter - The process goes into the activity.
  • Assign - A task is assigned to a participant.
  • Cancel - A task is cancelled.
  • Complete - A task is completed.
  • Leave - The process goes out of the activity.
Default Value:
None

Add Add icon

Function:
Creates a row to add a process data variable, value, and event.

Delete Delete icon

Function:
Deletes the selected row from the variable list.

Voting Task Configuration

Binds data to an XML schema to manage approvals as votes To configure voting, you must map the approvals to the schema for your input form.

Screen



Fields

Field Name Definition

Select the repeating data node that will contain the approvers data

Function:
Specifies a group of approvers for a human task.
Accepted Values:
An XML variable that represents a group of approvers.

This is a parent node where the children represent individual approvers within the group.

Default Value:
None
Accepts Process Data Variables:
Yes

Store The Voting Result In

Function:
Specifies the final result that says if a task is approved or rejected.
Accepted Values:
A process data variable that accepts a Boolean value, or the text true or false.
  • True - The task is approved.
  • False - The task is rejected.
Default Value:
None
Accepts Process Data Variables:
Yes

The result is considered when % of the users approve

Function:
Specifies the minimum proportion of approvers required to approve the item, expressed as a percent.
Accepted Values:
An integer, or a process data variable that stores an integer.

You can use Process Data screen to specify a process data variable.

Default Value:
None
Accepts Process Data Variables:
Yes
Example:
If you have enter 60, and you have 7 approvers, at least 5 of the approvers would need to vote Yes for the item to be approved because 4/7=57%, and 5/7=71%.