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 changing file status 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 'Status Change'.
3. When you select the 'Status Change' option, the page expands enabling you to select 'From' and 'To' statuses.
The 'From' field is optional when selecting the 'Status Change' option; however, the default value is 'Any' status. When 'Any' status is selected in the 'From' field, the file status will change based on the configuration set in the 'To' field regardless of the file's existing status.
4. Key in custom notes in the 'Reason for Status Change Notes' box and check the 'Mark Document Revision as Private' checkbox if the file is to be made private after the status change.
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 - Changing Form Status (in a Project)