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 assigning visibility on 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 'Link Document'.
Note: This system task is available only if the project setting 'Enable Object level visibility of private information' is enabled.
3. When you select the 'Assign Visibility' option, you can select users, distribution groups, roles or organisations to assign visibility in the 'To' field. Visibility can also be given to variable users like document publisher, workflow originator or document publisher's organisation by selecting relevant options like '${Document Publisher}', '${Workflow Originator}' or '${Document Publisher's Organization' in the 'To' field.
Note: Selecting a distribution group, a role or an organisation is treated as an object. Hence, any new users added to that object will automatically get visibility on the file. However, any users having visibility via that object will lose visibility (i.e. access) if they are removed from that object.
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 - Assigning Visibility on Forms (in a Project)