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 updating file privacy 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 'Update File Privacy'.
3. When you select the 'Update File Privacy' option, the page expands enabling you to choose the document versions for which privacy is to be changed (i.e. from private to public or vice versa).
All Versions - Change in file privacy applies to all versions of the file
Superseded Versions - Change in file privacy applies to superseded (all previous except current ones) versions on file only
Previous Version only - Change in file privacy applies to the previous file version only
Latest - Change in file privacy applies to the latest active file version only
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'.