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 To link superseded revisions, select checkbox against 'Link Superseded Rev' (This option will populate only when selecting 'Dynamic Link' link type).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