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Superseded Versions - Change in privacy applies to superseded (all previous except current one) versions on file only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