Advanced Task (eForms) activity

An activity that combines the operations of the Dynamic Parallel, Dynamic Sequential, and Voting activities that use eForms. 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 (eForms) activity

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

Video: Create Your First eForm

Examples

Prerequisites

  • A user must have Create a Task and Cancel a Task access rights in AgilePoint Manage Center in order to see the Process Adaptation functionality in AgilePoint Manage Center.
  • A modification to the Process Viewer web.config file is required in order to see the Process Adaptation functionality in the Process Viewer.

Good to Know

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 eForms eForms icon tab.
      2. On the eForms eForms icon tab, drag the Advanced Task (eForms) Advanced Task icon activity onto your process.
    • Change an activity:
      1. In your process, double-click your activity.

Procedure

  1. On the Advanced Task Configuration screen, do one of these:
  2. Click General Configuration General Configuration icon.
  3. Complete the fields on the General Configuration screen.

    For more information, refer to Configure General Options for a Human Task (eForms) Activity.

  4. Click Participants Participants icon
  5. Add or change participants for your task on the Participants screen.

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

  6. Click Voting Task Configuration Voting Task Configuration icon
  7. 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 eForms.

  8. (Optional) If you want to let a form user submit the form with anonymous authentication, click Advanced Advanced icon > Anonymous Access Anonymous Access icon.

    For more information, refer to (Example) Use Anonymous Authentication in a Process-Based App.

  9. (Optional) ​When the task changes status, you can send notifications using e-mail, Yammer, Salesforce Chatter, Skype for Business, or SMS:

Form Details screen

Configures a new human task form.



Fields

Field Name Definition

Form Name

Function:
A name for your form.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Form Description

Function:
A description for your form.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Next

Opens this Screen:
Choose Form Layout screen
Function of this Screen:
Lets you choose the layout for your form.

General Configuration

Specifies the general information for an eForm activity.

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

My Organization's Business Time

Function:
Specifies to use your work calendar for date calculations.
To Open this Field:
  1. On the Email Notifications screen, click the Reminder tab.
Accepted Values:
  • Deselected - Uses your work calendar for calculations.
  • Selected - Does not use your work calendar for calculations.
Default Value:
Deselected
Example:
The Business Time field is set as selected, and business hours of work calendar are configured as 9 AM to 5 PM. If the task with completion time 8 hours is entered at 1 PM on Monday, then the task must be completed by 12 PM on Tuesday.

Priority

Function:
Specifies the importance of a task.
Accepted Values:
  • High - Specifies a high priority task. A high priority task shows High High icon icon.
  • Normal - Specifies a normal priority task. A normal priority task shows Normal Normal icon icon.
  • Low - Specifies a low priority task. A low priority task shows Low Low icon icon.
Default Value:
Normal
Accepts Process Data Variables:
Yes

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:

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%.