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 changing status of associated items on 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 'Status Change of Associated Items'.
3. Upon selecting 'Status Change of Associated Items' option, you can change status of associated items on a form based on selected form type (For e.g. other files or forms associated to it).
4. Upon selecting associated item like 'Files' or 'Forms', the page expands and enables you to select related 'From' and 'To' statuses.
5. 'From' field is optional while changing status on associated files or associated forms; however, the default value is 'Any' status. When there is 'Any' status selected in 'From' field, status change will work based on the configuration set in 'To' field irrespective of existing status of concerned file or form.
If selecting '${sync form status}' variable in the 'To' field, it will update status of associated items i.e. files or other forms to always match current status of the form on which this system task is configured.
6. Enter a reason for status change as needed to proceed further.
7. 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'.