You can define actions that occur when a user changes a task's status. For example, if a user changes a task's status from Open to Closed, you can define an action that sends an email notification that the task has been finished.
Follow these steps:
- Open the Task Types record, if not already opened.
- Click the Actions tab.
- Click the New button in the toolbar to open a new Actions record.
- Select the new status for a task that will trigger the action from the Status drop-down menu (this menu contains a list of the type's configured statuses).
- Select the original status of the task from the Prior Status drop-down menu (this menu contains a list of the type's configured statuses).
- Enter the name of a Process Flow that the action will execute in the Process Flow field.
- When a user updates a task that has
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- the Prior Status
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- to the
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- new Status, the
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- specified Process Flow
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- will execute. For example, changing the Status of a task from
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- Under Development
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- to Pending Approval
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- can trigger
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- one Process Flow
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- and changing Status from Pending Approval
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- to Complete can trigger a
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- second Process Flow.
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- The Input Map tab for the
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- specified Process Flow appears in the Actions record automatically.
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- Complete the Input Map for the process flow.
- For example, if the change in status fires an email, you probably need to specify the recipient for that email in the Input Map.
- Contact your system administrator if you need assistance. Alternatively, see
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- Managing Process Pipelines for information on using process flows and event handlers. A Task Type Action is another type of Event Handler.
- Managing Process Pipelines for information on using process flows and event handlers. A Task Type Action is another type of Event Handler.
- Click the Comments tab and enter any additional information about this action.
- Click OK to save and close the record.
- Repeat Steps 3 to 9 to add additional actions.
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- Save and close the record.
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- Open a Task Type record.
- Click the Attributes tab.
- Click the New button to open a new Attributes record.
- Enter a name for the attribute.
- Enter a description for the attribute (required).
- Select the data type for the attribute from the Type drop-down menu.
- The following standard Visual Basic data types are supported: String, Integer, Long, Date/Time, and Currency.
- Enter the default value for this attribute in the Default field.
- You can leave this field blank if you do not want to specify a default value.
- If you want to create a list of options, the default value should correspond to one of the choices you configure in the Possible Values tab.
- Place a check mark in the Required field if you want to force users to enter a value for this attribute before they can save a Task record.
- Select the Value List Type.
- Select None if you want users to manually enter a value for the attribute.
- Select List Only if you only want users to select a value from the list of Possible Values.
- Select List or Manual if you want to make the list of Possible Values available to users while preserving the option of allowing a user to enter a custom value not on the list.
- Task Type Attribute Record
- Click the Possible Values tab if you set Value List Type to List Only or List or Manual.
- Click the New button to create records that populate the value list.
- Attribute -Possible -Values
- Click OK to save and close the record.
- Repeat Steps 3 to 12 to add additional attributes.
- Task Type Attributes
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- Close the record.