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 clearing file tasks 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 'Clear Tasks'.
3. When you select the 'Clear Tasks' option, the page expands allowing you to choose the document versions for which the tasks are to be cleared and the specific task name that requires clearing on the selected version.
All Versions - Clears all pending tasks on a document
Superseded Versions - Clears all pending tasks on superseded (all previous except current one) versions
Previous Version only - Clears all pending tasks on the previous version only
Latest Version - Clears all pending tasks on the latest file version only
Tasks to be cleared - Only selected individual or multiple tasks will be cleared in the chosen versions.
Clear Tasks Of - Select individual users or groups of users based on available options, for whom the tasks will be cleared on selected versions. Available options are:
individual users, file publisher and workflow originator as applicable for selected file version
users who belong to a chosen role
users who belong to a chosen distribution group
4. 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 - Clearing Form Tasks (in a Project), Create a System Task - Clearing Tasks on Custom Objects (in a Project)