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 changing file status 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 'Status Change'.
3. Upon selecting 'Status Change' option, the page expands and enables you to select 'From' and 'To' statuses.
'From' field is optional while selecting 'Status Change' option; however, the default value is 'Any' status. When there is 'Any' status selected in 'From' field, status of document will change based on the configuration set in 'To' field irrespective of existing status of document.
4. Key in custom notes in the 'Reason for Status Change Notes' box and check the 'Mark Document Revision as Private' checkbox in case the document is to be made private after the status change.
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'.
Related Articles: Create a System Task - Changing Form Status (in a Project)