Pre-requisites:
The required role privilege is 'Manage Workflow Rules' on the project where a system task needs to be created.
The steps to create a system task for distributing files in a project are as mentioned below:
1. Follow the steps to create a system task for files in a project (steps 1 to 4).
2. In the task dropdown, select 'Distribute Files'.
3. When you select the 'Distribute Files' option, the page expands and enables you to select users, distribution groups, roles or organisations (as applicable) to whom files can be distributed by selecting task and task time as the number of days. Distribution can also be done to variable users like document publisher, workflow originator or document publisher's organisation by selecting relevant options like '${Document Publisher}', '${Workflow Originator}' or '${Document Publisher's Organization}' in the 'To' field.
When calculating a task's due date, any working days and holidays defined in the working calendar will be considered, in addition to the number of days configured for distributing the task.
4. Key in the subject as required.
5. Once done, click the 'Create' button to create a system task.
You can create independent system tasks which can be executed using workflow triggers without adding them to a complex workflow.
All system tasks are executed automatically according to the conditions outlined in the relevant workflow trigger. The related file audit history and task assignment details indicate that they were performed by the 'Workflow Agent'.
Related Articles: Create a System Task - Distributing Forms (in a Project), Create a System Task - Distributing Custom Objects (in a Project)