Advanced Task (eForms) activity

An activity that combines the operations of the Dynamic Parallel, Dynamic Sequential, and Voting activities that use eForms. This activity lets participants in a running process adapt to new requirements. They can add new participants to complete a human task in parallel, in sequence, or as voters. When the activity runs, process participants can add users through the task list or Manager app.


Advanced Task activity

Configure the Advanced Task (eForms) activity

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

Video: Create Your First eForm

Prerequisites

  • A user must have Create a Task and Cancel a Task access rights in AgilePoint Manage Center in order to see the Process Adaptation functionality in AgilePoint Manage Center.
  • A modification to the Process Viewer web.config file is required in order to see the Process Adaptation functionality in the Process Viewer.

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 Advanced Task activity onto your process.

    Drag Advanced Task eForms

Procedure

  1. On the Advanced Task 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. Click Voting Task Configuration Voting Task Configuration icon
  7. Binds data to an XML schema to manage approvals as votes on the Voting Task Configuration screen.
  8. (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.

  9. (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 Advanced 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.

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:

Approval Order
Description:
Specifies if the participants can approve the tasks in a specified order.
Allowed Values:
  • Parallel - The task does not complete until the specified participants complete their approvals. However, it is not necessary to complete in any order.
  • Sequential - The task does not complete until the specified participants complete their approvals in a specified order.
Default Value:
Parallel

Voting Task Configuration

Binds data to an XML schema to manage approvals as votes To configure voting, you must map the approvals to the schema for your input form.

Figure: Voting Task Configuration screen

Voting Task Configuration screen

Fields

Field NameDefinition

Select the repeating data node that will contain the approvers data
Description:
Specifies a group of approvers for a human task.
Allowed Values:
An XML variable that represents a group of approvers.

This is a parent node where the children represent individual approvers within the group.

Default Value:
None
Accepts Variables:
Yes

Store The Voting Result In
Description:
Specifies the final result that says if a task is approved or rejected.
Allowed Values:
A process data variable that accepts a Boolean value, or the text true or false.
  • True - The task is approved.
  • False - The task is rejected.
Default Value:
None
Accepts Variables:
Yes

The result is considered when % of the users approve
Description:
Specifies the minimum proportion of approvers required to approve the item, expressed as a percent.
Allowed Values:
An integer, or a process data variable that stores an integer.

You can use App Data screen to specify a process data variable.

Default Value:
None
Accepts Variables:
Yes
Example:
If you have enter 60, and you have 7 approvers, at least 5 of the approvers would need to vote Yes for the item to be approved because 4/7=57%, and 5/7=71%.