Load Balancing Task (External Forms) activity

An activity that assigns a human task to the participant with the smallest sum of assigned and overdue tasks.

Configure the Load Balancing Task (External Forms) activity

To configure the Load Balancing 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.
This section shows the configuration settings on the configuration screens for this activity. Other configuration settings apply to human task activities. For more information, refer to:
Some information about third-party integrations is outside the scope of the AgilePoint NX Product Documentation. It is the responsibility of the vendors who create and maintain these technologies to provide this information. This includes specific business use cases and examples; explanations for third-party concepts; details about the data models and input and output data formats for third-party technologies; and various types of IDs, URL patterns, connection string formats, or other technical information that is specific to the third-party technologies. For more information, refer to Where Can I Find Information and Examples for Third-Party Integrations?

How to Start

Open Process Builder.
For information about how to open this screen, refer to Process Builder.
In Process Builder, in the Activity Library, open the External Forms tab.
On the External Forms tab, drag the Load Balancing Task activity onto your process.

Procedure

Complete the fields on the General Configuration screen.
Click Participants .
Add or change participants for your task on the Participants screen.
Click User Defined Properties .
Configure user defined properties on the User Defined Properties screen.
Click Update Process Instance Variable .
Set process data variables whose values you want to change a variable on the Update Process Instance Variable screen.
(Optional) When the task changes status, you can send notifications using e-mail, Viva Engage, Salesforce Chatter, or SMS:
- To send an email notification, click Advanced > Email Notifications .
  For more information, refer to Email Notifications screen (Process Activities).
- To send a notification with Yammer, click Advanced > Yammer Notifications .
  For more information, refer to Viva Engage Notifications screen.
- To send a notification with Salesforce Chatter, click Advanced > Chatter Notifications .
  For more information, refer to Chatter Notifications screen.
- To send a notification with SMS, click Advanced > SMS Notifications .
  For more information, refer to SMS Notifications screen.
(Optional) If you want to configure your task to show on a mobile device, click Advanced > Mobile View .

General Configuration

Specifies the basic settings for the Load Balancing Task activity.

Fields

Field Name	Definition
Display Name	Description: Specifies the activity name that shows in your process. Allowed Values: One line of text (a string). Accepted: Letters Numbers Spaces Default Value: None Accepts 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	Description: Specifies an optional text description for your activity. Allowed Values: More than one line of text. Default Value: None Accepts Variables: No
Time To Complete	Description: 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. Allowed Values: A number of minutes, hours, days, or weeks. Default Value: 1 Day Accepts Variables: Yes
External form to be associated with this task	Description: 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. Allowed 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 Variables: No

Participants

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

Fields

Field Name	Definition
Details	Description: Shows participants for the task. Allowed 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 Variables: Yes Example: Refer to: (Example) Configure Dynamic Task Pool Activity and Load Balancing Activity
Add Roles, Groups and Users	Description: Specifies a category of participants to add to the task. The list of participants of the type you select shows. Allowed Values: Groups - Shows your AgilePoint groups. To create a group, refer to Groups. Roles - Shows your AgilePoint roles. To create a role, refer to Roles. Users - Shows your AgilePoint users. To add a new user, refer to Users. When a group or role with more than 100 members is added to the participants list, a warning message indicates that performance may be negatively impacted. Default Value: Roles Accepts Variables: No Example: Refer to: (Example) Configure Dynamic Task Pool Activity and Load Balancing Activity Limitations: The warning message for maximum participants is available in these releases: AgilePoint NX OnDemand (public cloud) AgilePoint NX PrivateCloud or AgilePoint NX OnPremises v9.0 or higher
Search	Function: Does a search based on the specified criteria.
The maximum number of participants to complete this task	Description: Specifies the number of group members who need to be assigned as participants for a task. Allowed 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	Description: Specifies if, when a activity runs more than one time during a process, the same participants must complete the task each time. Allowed 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
Allow Task to be Released Back to Pool	Description: Lets the task be put back in the pool to assign to a different participant. Allowed Values: Selected - Lets the task go back to the pool. Deselected - The assigned participant must either complete the task, or the task must be Reassigned to a specified user. Default Value: Selected

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.

Fields

Field Name	Definition
Name	Description: 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. Allowed Values: One line of text (a string). Accepted: Letters Numbers Spaces Default Value: None Accepts Variables: Yes Limitations: Some information about third-party integrations is outside the scope of the AgilePoint NX Product Documentation. It is the responsibility of the vendors who create and maintain these technologies to provide this information. This includes specific business use cases and examples; explanations for third-party concepts; details about the data models and input and output data formats for third-party technologies; and various types of IDs, URL patterns, connection string formats, or other technical information that is specific to the third-party technologies. For more information, refer to Where Can I Find Information and Examples for Third-Party Integrations?
Value	Description: The value for the ClientData variable. Allowed 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 Variables: Yes Limitations: Some information about third-party integrations is outside the scope of the AgilePoint NX Product Documentation. It is the responsibility of the vendors who create and maintain these technologies to provide this information. This includes specific business use cases and examples; explanations for third-party concepts; details about the data models and input and output data formats for third-party technologies; and various types of IDs, URL patterns, connection string formats, or other technical information that is specific to the third-party technologies. For more information, refer to Where Can I Find Information and Examples for Third-Party Integrations?
Type	Description: Determines the data type for the ClientData variable. Allowed Values: string int bool decimal Default Value: string
Create	Function: Creates a row where you can specify a ClientData property.
Delete	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.

Fields

Field Name	Definition
Process Instance Variable	Description: Specifies the name of the process data variable you want to update on the basis of an event type. Allowed 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 Variables: Yes Example: A process data variable - EmployeeName An XML variable - /pd:myFields/pd:empName
Value	Description: Specifies a value for the process data variable that is set when an event occurs. Allowed Values: A number, or a text string that can contain spaces. A process data variable. Default Value: None Accepts Variables: Yes
When To Update	Description: Specifies the event that causes the process data variable to be set to your value. Allowed 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
Create	Function: Creates a row to add a process data variable, value, and event.
Delete	Function: Deletes the selected row from the variable list.