General Activities (Tasks)

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In Globodox Workflow a task can be assigned to and performed by a user or the system. Each task has a list of properties. By setting task's properties you can...

Specify who the task will be assigned to.
Provide information that the task needs in order to be performed.
Control how the task will behave.
 

The following tasks are available currently...

Approve Documents
The Approve Documents Task is used for approval of documents. This task can be assigned to one or more users.

The following are the Approve Documents Task's properties...

Task Property

Description

Approvers*

Select the users or groups to whom the documents will be routed for approval.

Max Recipients

Specify the maximum number of users to whom the document must be routed for approval.
 
For e.g. If you select 10 users in the Approvers property and set the Max Recipients property to 5. The workflow engine will only route the document to five of these users after determining the users who are the least busy at the time (i.e. the users who have the least number of tasks assigned to them).

Min Responses

Specify the minimum number of responses required to complete the Approval activity.

Number of Approvals

Specify the number of approvals required to approve the documents.

Name

Specify a new name for the Approve Documents Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Subject

Specify a subject for the task. This will be displayed to all users who receive this task in their Inbox.

Message

Specify a short message for the task. This will be displayed to all users who receive this task in their Inbox.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

See, Create a Workflow to approve documents
 

Send Message
The Send Message Task is used to send a message to any user. Messages can be sent to either the users Inbox (Messages) folder or to an Email address. This task is performed by the System.
The message appears in the My Messages folder of the user's Inbox.

The following are the Send Message Task's properties...

Task Property

Description

Name

Specify a new name for the Send Message Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Sender List*

Select the users to whom you want the message to be sent.

Subject

Specify a subject for the message that you want to send.

Message

Specify the message that you want to send.

To know the approval date of the task, type the following in this box...
%TaskName.Approval Date%

To view the comments of all the approvers type the following in this box...
%TaskName.Details%

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

Mode

Specify how would you like to send the message. There are two modes available...

im: Use the im mode (Internal Messaging) to send messages using Globodox's internal messaging system. The messages sent by this mode will sent to the users Inbox (Messages) folder

email: Use the email mode to send messages to users e-mail address. The messages sent by this mode will sent to the users e-mail address that has been specified while creating the user

See, Create a Workflow  to Notify users

 

Export to folder
This activity can be used to export a document to a folder. This task is performed by the System.

The following are the Export to folder Task's properties...

Task Property

Description

Name

Specify a new name for the Export to Folder Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also, every task in the workflow design must have a unique name.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the user's Inbox.

Path

Specify the path in which the document should be exported. For e.g C:\Temp.

Export Document

Enter Yes to export the document in the selected folder path.

Export data

This property will be used in a later release.

 

 
To Do Activity
The To Do activity is used to assign a task to one or more users. Once the user has performed the assigned task, the user must click Apply in order for the workflow to move forward.
 
For example:
The Dispatch department of a company needs to ship a consignment to the customer but they must first send them an invoice for the same. The invoice has been generated and added to Globodox. After that the invoice has been routed via the Invoice Approval workflow setup in Globodox. After the invoice has been verified and approved, the last step of the process requires the invoice to be emailed to the customer. The To Do activity can be used here to assign an "Email Invoice To Customer" task to a specific employee. So after the invoice has been approved, the specified user would receive a task for emailing the invoice to the customer.
 
The following are the To Do Task's properties.
 

Task Property

Description

Name

Specify a new name for the To Do Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also, every task in the workflow design must have a unique name.

Subject

Specify a subject for the message that you want to send.

Message

Specify the message that you want to send.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the user's Inbox.

AssignedTo

Select the user to whom this task has to be assigned.

 

Delete
This activity can be used to automatically delete documents or Stacks. This task is performed by the System.

The following are the Delete Task's properties...

Task Property

Description

Name

Specify a new name for the Delete Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Delete Child items

Enter Yes to delete the child items of the entity being routed (for example it will delete the stack as well as all the documents related to that stack).

Reason

Please provide a reason for deleting the document/Stack.The reason will be added in the Event Log.

 
Wait
This activity can be used to wait for a particular time frame before the next activity can proceed.

The following are the Wait Task's properties...

Task Property

Description

Name

Specify a new name for the Wait Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also, every task in the workflow design must have a unique name.

Start Date

Enter the start date for the wait to start. The Start date format would be dd/mm/yyyy hh:mm:ss AM/PM (for e.g 24/04/2013 02:30:00 AM). This field can be left blank.

Interval

Enter the interval at which the activity should wait. It should be a numeric value..

Interval Type

Please enter the type as seconds, hours, minutes, weeks, months and years.

 

End Workflow
This activity can be used to end a workflow after a certain task is performed. This task is performed by the System.

The following are the End Workflow Task's properties...

Task Property

Description

Name

Specify a new name for the End Workflow Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 
Change YesNo Field Value
The Change YesNo Field Value Task is used to change the value of a YesNo field. This task is performed by the System.

The following are the Change YesNo Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Change YesNo Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to change.

If this field belongs to a Document Type, enter Self.Field Name
e.g. Self.Invoice Paid

If this field belongs to a Stack Type, enter Parent.Field Name
e.g. Parent.Is Customer

Field Value

Enter the field value for the data field whose field value you want to change.

To set the value to Yes enter True

To set the value to No enter False

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

See, Create a Workflow to Change the Data Field Value

 

Change DateTime Field Value
The Change DateTime Field Value Task is used to change the value of a DateTime field. This task is performed by the System.

The following are the Change DateTime Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Change DateTime Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to change.

If this field belongs to a Document Type, enter Self.Field Name
e.g. Self.Shipped On

If this field belongs to a Stack Type, enter Parent.Field Name
e.g. Parent.Delivered On

Field Value

Enter the field value for the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Change Numeric Field Value
The Change Numeric Field Value Task is used to change the value of a Numeric field. This task is performed by the System.

The following are the Change Numeric Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Change Numeric Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to change.

If this field belongs to a Document Type, enter Self.Field Name
e.g. Self.Cheque Number

If this field belongs to a Stack Type, enter Parent.Field Name
e.g. Parent.Account Number

Field Value

Enter a new field value for the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Change Text Field Value
The Change Text Field Value Task is used to change the value of a Numeric field. This task is performed by the System.

The following are the Change Text Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Change Text Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to change.

If this field belongs to a Document Type, enter Self.Field Name
e.g. Self.Cheque Number

If this field belongs to a Stack Type, enter Parent.Field Name
e.g. Parent.Account Number

Field Value

Enter a new field value for the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Get YesNo Field Value
The Get YesNo Field Value Task is used to get value of a data field and compare it with another value. This task is performed by the System.

The following are the Get YesNo Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Get YesNo Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to check.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Get DateTime Field Value
The Get DateTime Field Value Task is used to get value of a data field and compare it with another value. This task is performed by the System.

The following are the Get DateTime Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Get DateTime Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to check.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Get DateTime Field Value
The Get DateTime Field Value Task is used to get value of a data field and compare it with another value. This task is performed by the System.

The following are the Get DateTime Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Get DateTime Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to check.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Get Numeric Field Value
The Get Numeric Field Value Task is used to get value of a data field and compare it with another value. This task is performed by the System.

The following are the Get Numeric Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Get Numeric Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to check.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Get String Field Value
The Get String Field Value Task is used to get value of a data field and compare it with another value. This task is performed by the System.

The following are the Get String Field Value Task's properties...

Task Property

Description

Name

Specify a new name for the Get String Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed). Also every task in the workflow design must have a unique name.

Field Name

Enter the name of the data field whose field value you want to check.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 
Set YesNo Field Value
The Set YesNo Field Value Task is used to set a value of a data field to which the document is attached. This task is performed by a User.

The following are the Set YesNo Field Value Task's properties...

Task Property

Description

Editor

Specify the user who is going to edit the data field. This user will get a notification that he/she has to set a field value.

Name

Specify a new name for the Set YesNo Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Subject

Specify a subject for the task. This will be displayed to all users who receive this task in their Inbox

Message

Specify a short message for the task. This will be displayed to all users who receive this task in their Inbox.

Field Name

Enter the name of the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Set DateTime Field Value
The Set DateTime Field Value Task is used to set a value of a data field to which the document is attached. This task is performed by a User.

The following are the Set DateTime Field Value Task's properties...

Task Property

Description

Editor

Specify the user who is going to edit the data field. This user will get a notification that he/she has to set a field value.

Name

Specify a new name for the Set DateTime Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Subject

Specify a subject for the task. This will be displayed to all users who receive this task in their Inbox

Message

Specify a short message for the task. This will be displayed to all users who receive this task in their Inbox.

Field Name

Enter the name of the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Set Numeric Field Value
The Set Numeric Field Value Task is used to set a value of a data field to which the document is attached. This task is performed by a User.

The following are the Set Numeric Field Value Task's properties...

Task Property

Description

Editor

Specify the user who is going to edit the data field. This user will get a notification that he/she has to set a field value.

Name

Specify a new name for the Set Numeric Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Subject

Specify a subject for the task. This will be displayed to all users who receive this task in their Inbox

Message

Specify a short message for the task. This will be displayed to all users who receive this task in their Inbox.

Field Name

Enter the name of the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 

Set String Field Value
The Set String Field Value Task is used to set a value of a data field to which the document is attached. This task is performed by a User.

The following are the Set String Field Value Task's properties...

Task Property

Description

Editor

Specify the user who is going to edit the data field. This user will get a notification that he/she has to set a field value.

Name

Specify a new name for the Set String Field Value Task. A default name is generated for the Task by the Workflow Designer.

Note: The Task's name cannot be empty and can only contain alphanumeric characters (spaces are not allowed but the dot character is allowed) . Also every task in the workflow design must have a unique name.

Subject

Specify a subject for the task. This will be displayed to all users who receive this task in their Inbox

Message

Specify a short message for the task. This will be displayed to all users who receive this task in their Inbox.

Field Name

Enter the name of the data field whose field value you want to change.

Duration (in hours)

Specify the time in which this activity should be completed. If this activity is not completed in the stipulated time, it will be marked as Red in the users Inbox.

 
*Task Users
Certain tasks (for e.g. the Approve Documents task) need to be assigned to one or more users. Users need to be assigned so that they are asked to perform that task.
 
In such cases...
You can select and assign one or more specific users
You can select and assign one or more specific groups (or a mix of specific users and groups)
 
Workflow Initiator
When selecting users you can also choose a user called Workflow Initiator. The user who starts (or initiates) a workflow is considered to be the Workflow Initiator. So if a task was assigned to the user called Workflow Initiator, it would automatically get assigned to the user who started the workflow.
 


Related Topics

Workflow Designer
Workflow Monitor

Conditions and Loops
 

 


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