Dynamic Task Pool (eForms) activity

An activity that specifies a group or role as the participant for a form made with eForms. When users are added to or deleted from the group or role while the process runs, the process operations include the changes.

Configure the Dynamic Task Pool (eForms) activity

To configure the Dynamic Task Pool (eForms) activity, do the procedure in this topic.

Video: Create Your First eForm

Examples

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

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 PrivateCloud 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.

Good to Know

In most text fields, you can use process data variables as an alternative to literal data values.
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:
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.

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 eForms tab.
On the eForms tab, drag the Dynamic Task Pool activity onto your process.

Procedure

On the Dynamic Task Pool 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 Form Details screen.
Click General Configuration .
Complete the fields on the General Configuration screen.
Click Participants
Add or change participants for your task on the Participants screen.
(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, 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.

Form Details screen

Creates a human task form for an app.

How to Start

App Builder

Click App Builder.
On the App Explorer screen, click [App Name] > Processes > [Process Name] > Forms > Task Forms.
Click New.

Process Builder

Open Process Builder.
For information about how to open this screen, refer to Process Builder.
In Process Builder, in the Activity Library, drag any human task activity onto your process.
On the eForm Configuration screen, click Add New Form.

Form Details screen

Configures a human task form.

Fields

Field Name	Definition
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: (Example) Create an eForm to Start the Process (Create Absence Request) (Example) Create an eForm (Set Available Leave Hours) (Example) Create an eForm (Manager Approval)
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.

Fields

Field Name	Definition
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 Dynamic Task Pool 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
Priority	Description: Specifies the importance of a task. Allowed 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 Variables: Yes

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. Default Value: Roles Accepts 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	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