Start Task (External Forms) activity

An activity that that shows an external forms that lets a user start a process.

Use a Start Task activity only if this is the first activity in your process. If you have other activities before the form, use the Standard Task (eForms) activity or Standard Task (External Forms) activity.


Start Task activity

Configure the Start Task (External Forms) activity

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

Good to Know

How to Start

  1. Open Process Builder.

    For information about how to open this screen, refer to Process Builder.


    Open Process Builder
  2. In the Process Builder, in the Activity Library, open the External Forms tab.

    Open External Forms tab
  3. On the External Forms tab, drag the Start Task activity onto your process.

    Drag Start Task activity

Procedure

  1. Complete the fields on the General Configuration screen.
  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. (Optional) ​When the task changes status, you can send notifications using e-mail, Yammer, Salesforce Chatter, Skype for Business, or SMS:
  5. (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 general information for the Start 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:
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 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

Enable Offline Capability
Function:
Specifies whether to make an eForm activity available in offline mode.
Accepted Values:
  • Deselected - Does not make an eForm activity available in offline mode.
  • Selected - Makes an eForm activity available in offline mode.
Default Value:
Deselected

Participants

Specifies the user who starts the process.

Figure: Participants screen

Participants 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
Example:
Refer to:

Add Roles, Groups and Users
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:
Roles
Accepts Process Data Variables:
No
Example:
Refer to:

Search
Function:
Does a search based on the specified criteria.

The maximum number of participants to complete this task
Function:
Specifies the number of group members who need to be assigned as participants for a task.
Accepted Values:
  • An integer that specifies a number of participants within a group required to complete a task.
  • Unlimited Participants - Specifies that all members of a group are required to participate.
Default Value:
1
Example:
If the participant is set to a group of users, and Max number of people to complete this task is 2, then 2 members of the group actually are required to participate in the task.

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: