Pre-requisites:

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 system task for Forms (steps 1 to 5).

2. In the task dropdown, select 'Assign Visibility on Associated Files'.

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

3. Upon selecting 'Assign Visibility on Associated Files' option, you can select users, distribution groups, roles or organizations to assign visibility on associated files.

Note: Selecting a distribution group, a role or an organization is treated as an object, and hence any new users added to that object will automatically get visibility on the form/form message. Any users having visibility via that object will lose visibility (i.e Access) if they are removed from that object.

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

5. 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 form audit history & task assignment emails as performed by 'Workflow Agent'.