Load Balancing Task (eForms) activity

An activity that assigns a human task to the participant in a pool with the smallest number of tasks that are in Assigned or Overdue status.


Load Balancing Task activity

Configure the Parallel Tasks (eForms) activity

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

Video: Create Your First eForm

Examples

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 Process Builder, in the Activity Library, open the eForms tab.

    Open eForm tab
  3. On the eForms tab, drag the Load Balancing Task activity onto your process.

    Drag Load Balancing Task eForms

Procedure

  1. On the eForm Configuration screen, do one of these
  2. Click General Configuration General Configuration icon.
  3. Complete the fields on the General Configuration screen.
  4. Click Participants Participants icon
  5. Add or change participants for your task on the Participants screen.
  6. (Optional) If you want to let a runtime app 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.

  7. (Optional) ​When the task changes status, you can send notifications using e-mail, Viva Engage, Salesforce Chatter, or SMS:

Form Details screen

Creates a human task form for an app.

Form Details screen

Configures a human task form.

Figure: Form Details screen

Form Details screen

Fields

Field NameDefinition

Form Name
Description:
A name for your form.
Allowed Values:
One line of text (a string).

Accepted:

  • Letters
  • Numbers
  • Spaces
Default Value:
None
Accepts Variables:
No
Example:
Refer to:

Form Description
Description:
A description for your form.
Allowed Values:
More than one line of text.
Default Value:
None
Accepts Variables:
No

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

Choose Form Layout screen

Lets you choose the layout for your form.

Figure: Choose Form Layout screen

Choose Form Layout screen

Fields

Field NameDefinition

Form Layouts
Description:
Lets you choose a form layout to create a new form.
Allowed Values:
  • Blank Form - Lets you create a new form using blank form layout.
  • Existing Form - Lets you create a new form using the form that is available in your app.
Default Value:
Blank Form

General Configuration

Specifies the general information for the Load Balancing Task activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field NameDefinition

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

Priority
Description:
Specifies the importance of a task.
Allowed 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 Variables:
Yes

Participants

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

Figure: Participants screen

Participants screen

Fields

Field NameDefinition

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:

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:
Limitations:

The warning message for maximum participants is available in these releases:

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:

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