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 sending email notifications specific to files 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 'Email Notification'.
3. When you select the 'Email Notification' option, the page expands allowing you to choose the email recipient, and subject line along with the body content for the email. The text mentioned in the body content can be formatted using available rich text format options.
An ideal scenario for setting an 'Email Notification' system task occurs when a specific user task remains incomplete within a defined time frame and a boundary timer has been configured to trigger for that user task.
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 - Sending email notifications specific to Forms (in a Project), Create a System Task - Sending email notifications specific to Custom Objects (in a Project)