(Example) Configure Dynamic Task Pool Activity and Load Balancing Activity

This example shows how to configure Dynamic Task Pool and Load Balancing activities in the Customer Enquiry app.

Dynamic Task Pool - This activity is used to assign tasks to groups where the members change frequently. If a task is assigned to a group, AgilePoint checks if the signed in user is part of the group. Specific tasks show only if the user is part of the group.

Load Balancing - This activity is used to balance the workload of members in a specific group. Load Balancing Task checks the number of tasks assigned to each member of the group and then assigns the task to the group member with the smallest number of open tasks.

Background and Setup

Prerequisites

  • The Dynamic Task Pool activity (for eForms and external forms) can cause task list features, such as Work Center, Dashboards, and similar apps, to run slowly because it can take a long time to resolve the dynamic list of participants. Because of this performance limitation, the Dynamic Task Pool activity is hidden in AgilePoint NX OnPremises and AgilePoint NX Private Cloud v8.0 and higher, and it has been removed from AgilePoint NX OnDemand (public cloud). If you are using AgilePoint NX OnPremises or PrivateCloud v8.0 or higher, and you want to use the Dynamic Task Pool activity, contact AgilePoint Customer Support for help enabling this feature.
  • This example uses the Customer Enquiry app from the AgilePoint NX App Store.

    For more information, refer to How to Get the App

  • Create a group Inside Sales.

    For more information, refer to Create a Group.

  • Create an eForm Customer Follow Up with the existing form Customer Enquiry Form that is available in Customer Enquiry app.

    The Customer Follow Up eFrom contains these fields:

    Form Control Display Name

    Date

    Contact Date

    Drop-Down List

    Contact Method

    • Contact Method has these options:
      • Phone
      • E-mail
      • Other

    Text Area

    Comments

    When you complete this eForm, the finished eForm looks like this:

    Customer Follow Up eForm

Configure Dynamic Task Pool activity

For the use case in this example, configure the Dynamic Task Pool activity in the Customer Enquiry app. The Inside Sales team for a real estate company uses the Customer Enquiry app to respond to customer inquiries. However, the Inside Sales and Outside Sales team are mixed. Throughout any given day, some members of the Inside Sales team may be out in the field (Outside Sales), and some members of the Outside Sales team may be in the office (Inside Sales). Therefore, the members of the Inside Sales group are constantly changing. When the Customer Enquiry task is assigned to the Inside Sales group, to ensure the fastest response possible, the Dynamic Task Pool activity always checks the members of the Inside Sales group, and assigns the task to the current members of that group.

Result

When you add the Customer Enquiry app from App Store to your App Builder, and open the process model, it looks like this:

Customer Enquiry Process Model Preview
When you complete this example procedure, the finished process model looks like this:

Customer Enquiry Process Model Final

How to Start

  1. On the App Explorer screen, click Customer Enquiry > Processes > Customer Enquiry > Process Model > Customer Enquiry.

    Customer Enquiry Task Form

Procedure

  1. On the eForms tab, drag the Dynamic Task Pool (eForms) Dynamic Task Pool icon activity onto your process.

    eForm Tab
  2. On the eForm Configuration screen, select Customer Follow Up eForm.

    Customer Follow-Up is an eForm created in Background and Setup section.


    eForm Configuration screen
  3. Click Next.
  4. On the General Configuration tab, in the Name field, enter Customer Follow-Up.

    General Configuration screen
  5. Click Next.
  6. On the Dynamic Group Participants screen, drag Inside Sales from Groups to Details box.

    The current members of the Inside Sales group can view the task. The Dynamic Task Pool activity checks the members of the Inside Sales group, and assigns the task to the current members of that group.


    Dynamic Group Participants screen
  7. Click Finish.

    The Customer Follow-Up activity shows on the Customer Enquiry process.


    Customer Enquiry Process screen

Configure Load Balancing Task activity

For the use case in this example, configure the Load Balancing Task activity in the Customer Enquiry app. The Inside Sales team for a real estate company uses the Sales Enquires app to respond to customer inquiries. When the Customer Enquiry task is assigned to the Inside Sales group, to ensure the fastest response possible, the Load Balancing Task activity assigns the task to the group member with the smallest number of open tasks.

Result

When you add the Customer Enquiry app from App Store to your App Builder, and open the process model, it looks like this:

Customer Enquiry Process Model Preview
When you complete this example procedure, the finished process model looks like this:

Customer Enquiry Process Model Final

How to Start

  1. On the App Explorer screen, click Customer Enquiry > Processes > Customer Enquiry > Process Model > Customer Enquiry.

    Customer Enquiry Task Form

Procedure

  1. On the eForms tab, drag the Load Balancing Task (eForms) Load Balancing Task icon activity onto your process.

    Customer Enquiry Process Model
  2. On the eForm Configuration screen, select Customer Follow Up eForm.

    The Customer Follow Up is an eForm that you created in Background and Setup section.


    eForm Configuration screen
  3. Click Next.
  4. On the General Configuration tab, in the Name field, enter Customer Follow-Up.

    General Configuration screen
  5. Click Next.
  6. On the Participants screen, drag Inside Sales from Groups to Details box.

    The Customer Enquiry task is assigned to the Inside Sales group, to ensure the fastest response possible, the Load Balancing Task activity assigns the task to the group member with the smallest number of open tasks.


    Load Balancing Participants screen
  7. Deselect Assign task to the same participants each time activity runs.

    For more information, refer to eForm Load Balancing Task.


    Load Balancing Participants screen
  8. Click Finish.

    The Customer Follow-Up activity shows on the Customer Enquiry process.


    Customer Enquiry Process screen

Complete the Process

Save and validate your process model.

Procedure

  1. To validate a process, refer to Validate a Process.
  2. On the Save quick menu, click Save and Check In.

    Customer Enquiry Process screen

How to Get the App

This example is based on the Customer Enquiry app from the AgilePoint NX App Store. Use this procedure to get the app.

Prerequisites

Good to Know

  • This procedure is optional. It is provided so you can test the example with an out-of-the-box app.
  • This is part of the Background and Setup procedures, but many users preferred this step to appear after the example, not before it.

Get the App

  1. Click App Store App Store icon.

    App Store
  2. In the CATEGORY section, click Marketing.

    App Store screen
  3. Click the Customer Enquiry app.

    Marketing Apps screen
  4. On the Customer Enquiry screen, click Add.

    Customer Enquiry screen
  5. On the Trust App screen, click Trust it.
  6. Click Return to site.