Pre-requisites:

The steps to create a system task for assigning visibility on associated files of forms 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, choose 'Assign Visibility on Associated Files'.

This system task will only be available if the project setting 'Enable Object level visibility of private information' is enabled on the project.

3. When you select the 'Assign Visibility on Associated Files' option, you can select users, distribution groups, roles or organisations to assign visibility on associated files.

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 gain visibility on the form or form message. However, any users with visibility via that object will lose visibility (i.e. Access) if they are removed from that object.

4. In the 'Apply For' field, select the form messages, whether all or the latest message only, for which the visibility must be assigned on the associated files.

5. 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 form audit history and task assignment details indicate that they were performed by the 'Workflow Agent'.