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 linking files to another folder 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 'Link Document'.
3. When you select the 'Link Document' option, the page expands allowing you to choose the target folder where you need to create a file link via the system task.
4. You can select single or multiple folders as target folders from any project accessible to you in the same geography where the source project is configured. It can be the same project where the system task is set up or a different project accessible to you.
5. In the 'To' field, select users, distribution groups, roles or organizations (as applicable) to whom file links can be distributed by selecting task and task time as number of days. You can also choose variable users in the 'To' field including document publisher or workflow originator by selecting relevant options such as '${Document Publisher}' or '${Workflow Originator}'.
6. 'Link Type' can be configured as 'Static' or 'Dynamic'.
Static Link - Select the 'Static' link type if only the selected file revision needs to be linked to the target folder.
Dynamic Link - Select the 'Dynamic' link type to link the selected file revision and the versions that will be published based on Doc Ref. To link superseded revisions, select the checkbox against 'Link Superseded Rev' (This option will populate only when selecting the 'Dynamic Link' link type).
7. Next, select 'Purpose of Issue' and 'Status', which are populated based on the chosen target project, and will be applied to the file link under creation. Select the 'Private' box if you need to mark the file link as private and then enter revision notes if any.
8. 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'.