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 the status of associated items on forms in a project are as follows:
Follow the steps to create a system task for Forms (steps 1 to 5).
In the 'Task' dropdown, choose 'Status Change of Associated Items'.
When you select the 'Status Change of Associated Items' option, you can change the status of associated items on a form based on the chosen form type (E.g. associated files or forms).
When you select an associated item such as 'Files' or 'Forms', the page expands and allows you to choose related 'From' and 'To' statuses.
The 'From' field is optional while changing the status on associated files or forms; however, the default value is 'Any' status. When 'Any' status is selected in the 'From' field, the status change will work based on the configuration set in the 'To' field, regardless of the existing status (of the concerned file or form).
If you select the '${sync form status}' variable in the 'To' field, it will update the status of associated items (i.e. files or other forms) to match the current status of the form on which this system task is configured.
Enter a reason for the status change. Also, choose which revision(s) of the associated files should be updated from the given options.
The available options are:
Option | Description |
Selected revision of the associated file - Latest Thread only | Updates status of the specific revision selected, within the latest thread only. |
Selected revision of the associated file -All Threads | Updates status of the specific revision selected, across all threads. |
Latest revision of the associated file - Latest Thread only | Updates status of the most recent revision within the latest thread only. |
Latest revision of the associated file - All Threads | Updates status of the most recent revision across all threads. |
All revisions of the associated file - Latest Thread only | Updates status of all revisions within the latest thread only. |
All revisions of the associated file - All Threads | Updates status of all revisions across all threads. |
7. Once done, click the 'Create' button to create a system task.
You can create independent system tasks that 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'.