Description:

This step routes the "checkListTask" to users. The task will contain a list of user-defined checklist items.

Usage:

Example:

Let’s build and execute the “checkListTaskDef” example.

• Create a new definition called “checkListTaskDef.”
• Select the definition and click the “design” button
• Drag a "checkListTask" step to the canvas
• Connect the dots between the Start and “checkListTask” steps
• Define a variable/global to store the routed user list
• Click the "checkListTask" step to configure its "Required" properties. Provide a name for the step. Provide a task description. Note: The task step has 1 incoming and 0 outgoing connections.

• Click the globe icon to globalize the task step using the following UI. Select the language from the dropdown list. Click the “Translate” button to convert the description to the chosen language. Click the Save button. 

• Click the "checkListTask" step to configure its "Advanced" properties. Click the button to select the users to route to from the list. Click on the button to choose application roles to route from the list. Click the button to configure the checklist items for the task. Provide a task detail description. Provide information on the items that are likely to be routed. Provide the URL to be rendered when the user opens the task. Provide a list of external email addresses (separated by semicolon).  

• Continue configuring the “task” step's “Advanced” properties, as shown below. Select task priority from the list (low, medium, high, normal, urgent). Select the task expiration type (days, hours, months, minutes). Provide the task completion duration value. Select the include weekends option as “Yes”, if desired.  Select “Yes” for the task to wait for the entire duration, even after completion. 

• Task locks - select task routing rules (default, task lock, least # of tasks in total, least # of tasks by definition). “Default” means the task has no lock status during run time. “Task lock” means the task is locked by one of the users during runtime. A task is assigned to one of the users having the least # of tasks by count during runtime. The task is assigned to one of the users having the least # of tasks by definition during runtime. Configure the task reminders. Configure if the task needs to wait till all users have responded (when routed to more than one user). Provide a variable or global reference to hold the routed users' list upon task completion. The variable may be created before or after the process definition is saved. Select “Yes” to send an email notification (the Status determines the notification duration - Status - Settings - Email - Notifications section). Select “Yes” if separate emails are to be sent to users (which include different task IDs in the URL). Provide the FROM email address (other than the default). Provide the email subject text.  Click the button to configure email attachments on the app server.   

• Click the button to provide the email content (body). Click the button to configure the email file attachments (from the app server path). Provide Email CC list (semi-colon separated). Select YES to send expired notifications (the Status determines the notification duration - Status - Settings - Email - Expired Task Notifications section). Select “Yes” to send separate emails when multiple recipients are configured. Select “Yes” to email an acknowledgment link. Provide new text to change the Approve and Reject button labels (e.g., OK and Not OK). Select “No” to hide the Reject button. Select “Yes” to re-assign the task during run time. Select “Yes” for mandatory task comments.  Click the Save button. 

• Search for users (by first 3 chars) and select from the list on the left pane using the arrow buttons. The task can be assigned to more than one user. 

• The Task can also be assigned to a user GUID (provided we know the value beforehand). Configure and give the variable containing the reference to the user's GUID. The username selection should be empty as the function is mutually exclusive, as shown in the image below. 

• The Task can also be assigned to users grouped by application role. Use the arrow buttons to select from the list on the left pane.

• Click the Task Reminder to set task reminder intervals. Enable "Send Email Notification" to “On”. Task reminders configured with a positive value are calculated from the task creation date. Task reminders configured with a negative value are calculated by reducing that duration from the task's due date. The task reminder message body supports line breaks.

• Use Variable(s) references for more meaningful reminder messages, as shown below.

• Use Variable(s) references for more meaningful reminder messages, as shown below.

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

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

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

• Click the Configure Checklist button to add custom items. When "Is Required" is checked, the user must check it mandatorily while completing the task. When "Let user add custom items" is checked, the user can add custom checklist items to the task during runtime. Hold and drag the checklist items to rearrange their position manually. 

• The “Logging” setting configuration is necessary for documentation and also measures the workflow progress and the percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties. 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. 

• Save the process definition, create a new instance, and execute. Render the process instance. Click the process step to view the properties. The step should route the checklist tasks to users. You must navigate to the Engage - Tasks page to view the Tasks routed to the resource. 
• NOTE: When routing a Task/Form to the queue, the system recomputes the task expiration date when assigned to a user from the queue.

You can learn how to use Replace Links in the task email body.

Definition Sample:

You may download the sample definition(s) from the link here and later import it (drag-drop) to your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

NOTE: Please verify and complete the process steps for any missing configurations, such as file path references and database connections after import. Then, save the definition to confirm the changes.

Click here to download the sample file.