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 clearing file tasks 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 'Clear Tasks'.
3. Upon selecting 'Clear Tasks' option, the page expands and enables you to select the document versions for which the tasks are to be cleared and the particular task name which needs to be cleared on 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Superseded Versions - Clears all pending tasks on superseded (all previous except current one) versions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 previous version only
Latest Version - Clears all pending tasks on the latest file version only
Tasks to be cleared - Only selected single or multiple tasks will be cleared on the selected versions
Clear Tasks Of - Select individual users or a group 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 belonging to a selected role
users belonging to a selected distribution group
4. 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 - Clearing Form Tasks (in a Project), Create a System Task - Clearing Tasks on Custom Objects (in a Project)