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 changing form status in a project are as mentioned below:
1. Follow the steps to create a system task for Forms (steps 1 to 5).
2. In the task dropdown, select 'Status Change'.
3. When you select the 'Status Change' option, the page expands enabling you to select 'From' and 'To' statuses.
4. The 'From' field is optional while selecting the 'Status Change' option; however, the default value is 'Any' status. When 'Any' status is selected in the 'From' field, the form status change will work based on the configuration set in the 'To' field regardless of the form's existing status.
5. Provide a reason for the status change. Select the 'Notify all users in distribution list' box to notify all users from the distribution list about the status change.
6. Once done, click the '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 executed automatically according to the conditions outlined in the relevant workflow trigger. The related form audit history and task assignment details indicate that they were performed by the 'Workflow Agent'.
Related Articles: Create a System Task - Changing File Status (in a Project)