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.
β
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.
β
You can create independent system tasks which can be executed using workflow triggers without adding them to a complex workflow.
β
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)