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 sending email notifications specific to files 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 'Email Notification'.
3. Upon selecting 'Email Notification' option, the page expands and enables you to select email recipient, subject line along-with body content for email. The text mentioned in body content can be formatted using available rich text format options.
An ideal scenario for setting an 'Email Notification' system task can be - when a particular user task is not completed within defined time frame and a boundary timer has been configured to trigger for that user task.
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 - Sending email notifications specific to Forms (in a Project), Create a System Task - Sending email notifications specific to Custom Objects (in a Project)