Create a System Task - Distributing Files (in a Project)

Pre-requisites:

Required role privilege 'Manage Workflow Rules' on the project where a system task needs to be created.

Steps to create a system task for distributing files in a project are as mentioned below:

1. Follow the steps to create system task for files in a project (steps 1 to 4).

2. In the task dropdown, select 'Distribute Files'.

3. Upon selecting 'Distribute Files' option, the page expands and enables you to select users, distribution groups, roles or organizations (as applicable) to whom files can be distributed by selecting task and task time as number of days. Distribution can also be done to variable users like document publisher, workflow originator or document publisher's organization by selecting relevant options like '${Document Publisher}', '${Workflow Originator}' or '${Document Publisher's Organization}' in the 'To' field.

While calculating due date for a task, any working days and / or holidays defined in working calendar will also 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 on 'Create' button to complete creating 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 performed by system automatically based on the condition defined in related workflow trigger. It appears in related file audit history & task assignment emails as performed by 'Workflow Agent'.

Next Article: Create a System Task - Changing File Status (in a Project)