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The Actiontab becomes active when responsible parties have been selected in the Basics tab.

The Actions tab offers a simple interface for creating a workflow associated with the task. This functionality allows you to specify the action to be carried out after the current task is created or completed, or after its status has changed. This action can be sending an email or creating and assigning a new task.

The page only contains the Add Workflow Action button under the Edit Actions heading when no workflow has been added. If there are existing actions, they are displayed in the list indicating the trigger for the action, the logical condition and the type of action to be taken.

Actions can be added, edited, copied, or deleted from this page. To add/edit an action, press the Add Workflow Action/Edit button.The Edit Action pop-up box will appear.

 

  1. Select a trigger for the workflow action. The Execute on dropdown box allows to choose from such triggers as: 
    • Task created
    • Task closed
    • Task reassigned
    • Status change
    • Relative to due date (days before/after due date).
  1. If there is a form linked to the current task definition, the Based on: Logical condition on form data checkbox will be visible. Check it if you want the following action to be triggered by certain form answers.
  2. Select the Status trigger associated with the task (for Task closed and Status change  triggers). If Task closed was selected in the Execute on dropdown box, the statuses that you have marked as such that close the task (in the Statuses tab) are displayed. If Status change was selected, all statuses are displayed. 
  3. Depending on the trigger, the action to follow may consist in sending an email or creating another task. Choose one from the Action dropdown box.
  4. If you checked the Based on: Logical condition on form data box, the dialog box will switch to the logic editing mode (simple or advanced), where you will be able to select or write a condition based on form answers, and trigger an action to follow this task. 

 Click here for more details:

 

To apply logic rules, you can use not only Simple mode, but also Advanced Logic rules. Please note, that only following data formats may be used in the right part of logical expressions:

  • other question references: Qx.Ay<[Qx1.Ay1]

  • constants: Qx.Ay<5.2

  • date: Qx.Ay<{2013-12-31}
  • references on the date fields: Qx.Ay<[Qx1.Ay1]

If you use simple mode to implement logic rules be careful when using checkboxes to select needed questions:

  • if you tick checkbox near the question reference, the system will implement selected logical operation(equal to, contains, etc) with the value of the referenced Answer option.The checked "Qx.Ay" checkbox can take the following types of reference:
    • Question Reference Qx (for a dropdown question)
    • Answer option reference Qx.Ay
    • Question identifier Text string specified on the Edit question page
    • Answer identifier Text string specified in the Answer option settings screen. Click on the Wrench next to the answer option and specify Answer identifier in the appropriate field.

Be aware that if the "Qx.Ay" checkbox is ticked and you enter a text string that is not an identifier listed above, the system will not allow to save the logic.

  • in case if checkbox is not checked, the system will implement logical operation with a string text value inserted in the text box. For instance, if "Qx.Ay" checkbox is unchecked and you typed Qx.Ay in the text field next to the checkbox, system will implement logical rule with Qx.Ay as a text string.
    Please note, that checkbox must be unchecked if you would like to compare value to a text string.

 

Several logical conditions may be used here by clicking on Add Group. Remove group is used for deleting logical conditions. Hit Next when done.

If the logical condition was not carried out or if you are done setting it up, the Edit Action dialog box will either switch to the email edit mode (Send email action) or will allow you to configure the next task (Create another task action), depending on what you chose to be the following actions:

  •  Send email:

    The email interface will appear:

    Please note, that HTML tags can not be used in order to create such type of email. Piping references might be inserted to the email text to use the data from the form attached to appropriate task.

  •  Create another task:

    If you have selected the next action as creation of another task, a Next Action screen will be displayed.


    The following task properties can be set:

    • The Task Definition dropdown box allows to choose a task definition of the following task.
    • The Summary text box allows to input a summary for the new task.
    • The Description area allows to write the detailed description. If the current task definition has a form linked to it, it is allowed to use piping tags in both text boxes.
    • The Assign to dropdown box allows to choose assignees for the task to follow, and allows to choose from Unassigned, Current user, and values from the single line and lookup question types of the form.
    • The Status dropdown box contains all the statuses from the destination task definition that do not close the task.
    • The Due Date dropdown box serves for indicating the due date.

    If the destination task definition has a form linked to it, click on the Next button to take you to the mapping interface. If no form is available, hit Done. The mapping interface allows you to pre-fill data from the current task form into the new task form by mapping the questions and answer options. Values should be specified in formats Q1, Q1.A1, Q1.A1.C1. Question identifiers and answer option identifiers may also be used.

Click Done after you finish configuring the next action.