Route tasks to users

Last published at: May 2nd, 2023

Description:

Routes a task to a selected number of users. For complex tasks, break them down into simple and manageable steps as single instruction work item.

routeTo – Select users to route to
routeToRoles – Select roles to route to
taskDesc – Description for the task
taskBody – Body of the task / task description
routedItem – Item that is routed
showURL – URL to render within the task
emailAddressses- Email addresses to route task to
priority – Priority of the task
daysToComplete - # of days, minutes, hours, months to complete the task by
expiryType – Task expire type
includeWeekends – Include Weekends
taskRoutingRules- Task routing rules types
taskReminder- Set task reminder to send reminder emails
waitForAll – Yes = all users must act on the task, No = requires only 1 user to act on the task
storeRouteToUsers – variable to store what users the task was routed to
sendEmailNotifications – Yes = email notification will be sent to each user for the task
fromEmail – From email address
emailSubject – Subject of the email message
emailBody – Body of the email message
emailFiles – Email file attachments
sendExpireEmail - Send expired email notification
sendAckLink - Send acknowledgement link
approveButtonLabel--Label for approval button
rejectButtonLabel--Label for reject button
hideRejectButton--Hide reject button?
userCanReAssign – Yes = user can re-assign task to another active users

Let’s build and execute the taskDef example.

Click on Select the users to route to and select users. The task can be assigned to more than one user.

The Task can also be assigned to user GUIDs. Enter the variable containing the reference to user's GUID. The username selection should be empty as the function is mutually exclusive.

The Task can also be assigned by the application roles. Click on select roles to route to and select application role

Click on Task reminder to set task reminder intervals. Enable "Send Email Notification" to ON.Task reminders configured with a positive value is calculated from the task created date. The task reminder message body now supports line breaks.

Task reminders configured with a negative value is calculated by reducing that duration from the task due date.

Click on Email body and use the existing template (you can edit existing template as well) as email body or create custom template as email body.

Click on Replace Link(s) or Variable(s) or Global(s) and select any reference to add more meaningful email message.

Save the process definition, create a process instance and execute. The Task step should route task to users.
Navigate to Engage - Tasks page to view the Tasks routed to the resource.
NOTE: Route Task/Form to Queue, when assigned to user from the queue, the system recomputes the task expiration date.
Navigate to Logging settings. The "Send Test Mail" feature is provided to send a test email with the contents configured in the email body, to the current (logged in) user.