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

(Example) Create a Sequential Approval Task
(Example) Create a Parallel Approval Task
(Example) Create a Voting-Based Approval Task
Examples - Step-by-step use case examples, information about what types of examples are provided in the AgilePoint NX Product Documentation, and other resources where you can find more 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

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.
If you assign a task to a new participant, and then that participant releases the task back to the pool, and the participant to whom the task was originally assigned is removed from the pool.
This applies only to the current process instance.

How to Start

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

Procedure

On the Advanced Task Configuration screen, do one of these:
- Select the form that exists.
- Create a new task form.
  1. Click Add New Form.
  2. Complete the fields on the Form Details screen.
    For more information, refer to Create a Human Task with eForms.
Click General Configuration .
Complete the fields on the General Configuration screen.
Click Participants
Add or change participants for your task on the Participants screen.
For more information, refer to Add Participants to a Human Task with eForms.
Click Voting Task Configuration
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.
(Optional) If you want to let a runtime app user submit the form with anonymous authentication, click Advanced > Anonymous Access .
For more information, refer to (Example) Use Anonymous Authentication in a Process-Based App.
(Optional) When the task changes status, you can send notifications using e-mail, Yammer, Salesforce Chatter, Skype for Business, or SMS:
- To send an e-mail notification, click Advanced > E-mail Notifications .
  For more information, refer to Configure E-mail Notifications for Any Activity.
- To send a notification with Yammer, click Advanced > Yammer Notifications .
  For more information, refer to Configure Yammer Notifications for Human Tasks.
- To send a notification with Salesforce Chatter, click Advanced > Chatter Notifications .
  For more information, refer to Configure Salesforce Chatter Notifications for Human Tasks.
- To send a notification with Skype for Business, click Advanced > Skype for Business .
  For more information, refer to Configure Skype for Business Notifications for Human Tasks.
- To send a notification with SMS, click Advanced > SMS Notifications .
  For more information, refer to Configure SMS Notifications for Human Tasks.

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: (Example) Start an Absence Request Process with an eForm (Example) Create a Set Available Leave Hours Task with an eForm (Example) Create a Manager Approval Task with a Standard Task Activity (Example) Create a Sequential Approval Task (Example) Create a Parallel Approval Task (Example) Create a Voting-Based Approval Task
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 the Advanced Task activity.

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: This is a common configuration field that is used in many examples. Refer to: Examples - Step-by-step use case examples, information about what types of examples are provided in the AgilePoint NX Product Documentation, and other resources where you can find more examples.
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
Priority	Function: Specifies the importance of a task. Accepted Values: High - Specifies a high priority task. A high priority task shows High icon. Normal - Specifies a normal priority task. A normal priority task shows Normal icon. Low - Specifies a low priority task. A low priority task shows Low icon. Default Value: Normal Accepts Process Data Variables: Yes

Participants

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

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 Example: Refer to: (Example) Configure Dynamic Task Pool Activity and Load Balancing Activity
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: Groups - Shows your AgilePoint groups. To create a group, refer to Create a Group. Roles - Shows your AgilePoint roles. To create a role, refer to create a role. Users - Shows your AgilePoint users. To add a new user, refer to Add a New User. Default Value: Groups Accepts Process Data Variables: No Example: Refer to: (Example) Configure Dynamic Task Pool Activity and Load Balancing Activity
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. Also refer to: (Example) Configure Dynamic Task Pool Activity and Load Balancing Activity
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: (Example) Create a Voting-Based Approval Task

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.

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%.