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Advanced Options Tab

Depending on the task type for the activity different options will be available. Some of these options will appear under the Advanced Options tab, others will appear under a tab that is unique to the task type.

The most commonly-used options for a user task are described below.

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Is activity required to complete parent

Checking this option will not allow a parent activity to complete until this activity is complete. This is the default option.

Prompt for Signature Comments

Checking this option will cause a prompt to appear to users to enter signature comments when completing the task.

Allow task to be completed from email

Checking this option will enable users to complete the task by replying to an email without opening the eForm associated with the activity or Process Timeline.

Enable email invitations

Checking this option will enable users to invite others to perform the user task by forwarding the task assignment email to them.

Assign task to first user to accept

Checking this option will, when the task is assigned to multiple users, allow the first user to accept the task to be assigned to complete the task, and will remove the task from all other assigned users' Task lists.

Allow anonymous users to be assigned tasks by email address

Checking this option will enable anonymous users to complete a task based on the user's email address. This is a required option when using the Email Anonymous Task List Url system variable. In the vast majority of use cases, however, the email address will be taken from an eForm field identified on the Participants tab.

Assign users to this task

This option enables you to select how wish to assign a task when multiple users are associated with the same task. You have the following options:

OPTION

DESCRIPTION

All in parallel

All users will be assigned the task at the same time, and will complete their actions at the same time as the other users.

All in series

Each user will be assigned the task individually, and each user must complete the assigned action before the task is assigned to the next user. The process will continue until all users have completed their actions.

One (Round Robin)

Only one user will be assigned the task each time an instance of the timeline is run. Each time an instance is run, a different user will be assigned the task until all users have been assigned an instance of the process. This will divide the assignments equally among all assigned users.

One (fewest tasks in this process)

Only one user will be assigned the task each time an instance of the timeline is run. Process Director will assign the task to the user who has the fewest number of active tasks pending in this process. This method assigns the task to the user who has the smallest workload in this process.

One (fewest tasks overall)

Only one user will be assigned the task each time an instance of the timeline is run. Process Director will assign the task to the user who has the fewest number of active tasks in their task list. This method assigns the task to the user who has the smallest overall workload.

After a user completes this task

This option determines how a user's tasks are displayed when a user is assigned two sequential tasks in a process. The default in Process Director is to automatically show the user's next task if it is in the current process.

For example, if a user completes a task in an eForm, and is also assigned the next task in the sequence, once the user clicks the OK or other task completion button on the eForm, the eForm will not close, but will simply redisplay itself to allow the user to complete the next task in the sequence. For various reasons, you may wish to override this behavior, in which case the eForm will close once the first task has been completed, and the user will have to re-open the eForm to complete the next task in the sequence.

You have the following options for configuring the behavior of Process Director:

OPTION

DESCRIPTION

Automatically show user's next task if it is in this process

This is the default behavior, and will automatically redisplay the eForm once the user completes the first task in the sequence.

Automatically show user's next task if it is for this step in a different process

This selection will automatically show the user's next task if the user is assigned a task in another process. For instance, if the current task starts a subprocess, and the user is assigned a task in the subprocess, the subprocess task will automatically be displayed.

Do not show the user's next task

Once a user completes the task, the eForm will close, and the user must reopen the eForm from the task list to begin performing the next task.

Restart Users

This option determines how participants are assigned to the activity when it must be restarted. This is particularly relevant when an implementer changes the participants assigned to an activity in the Process Timeline definition. An existing instance may have been created when different participants were configured to participate in the task. This option enables you to determine how to handle user assignments when the configured users have changed.

The following options are available:

OPTION

DESCRIPTION

Start only configured task participants

This option will assign the task to the currently configured users, irrespective of which users may have been previously assigned to the activity.

Start configured and users all previously run in this task.

By choosing this option, you ensure that both the currently configured users, as well as any users who were previously assigned the task, are assigned the task.

Start only users that previously completed this task

This option will assign the task only to users who completed the task when it was previously run for this instance. Those users will be re-assigned the task irrespective of whoever is currently configured for task assignment in the Process Timeline definition.

Start from last completed user

If multiple users are assigned to the activity instance, this option will re-assign the activity to the last user who completed it when it was initially run.

Start users that did not complete previously

If multiple users are assigned to the activity instance, this option will assign the task to users who did not previously complete it. For instance, if the activity uses a round- robin assignment, the activity will be assigned to one of the users who were not assigned it on the initial run.

Set Activity result to a list of all user results

By default, the Result of a user activity that is completed by multiple users will be the single result selected by most users. For instance, if two users pick Reject and one picks Accept, the activity result is set to "Reject". In the case of a tie, e.g., if one user selects Accept and one Reject, the Result is set to "Accept, Reject".

Selecting this option on a user activity causes the Result to be set to the comma-separated union of all Results selected by users. So, in the first example above, the Result would be set to "Reject, Reject, Accept" or some similar result. The order of the results in the results list is not guaranteed.

Use eForm in this Activity

This will allow you to specify an eForm to use in this activity. This controls the form displayed when a user opens their Task List.

Advanced Options for Notification Activities

There is only one option for Notification activities.

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Use eForm for Activity

This option enables you to specify a form instance for a particular notify step/activity. This feature is useful when configuring email templates to include information from a form instance other than the default form for that process.

Process Timeline Activity Types

Users are assigned a task when they are added to a Process Timeline activity. A context sensitive web page or eForm is displayed that is specific to the task type when the user selects the entry in their Task List, or the link in their email notification. Each task type defines a set of functions or actions that can be performed, as well as custom instructions for the participants. The activity’s type can be set using the Activity Type dropdown in the Activity tab of the activity’s properties.

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Asynchronous Operation

A Timeline Activity of the Custom Task, Script or Sub-Process types can be configured to run asynchronously/offline by checking the check box labeled "Run this step offline (asynchronously)" in the Advanced Options tab. Setting the operation to run asynchronously can be used to prevent a long-running, machine-centric Activity in the Process Timeline from hanging a user session while the processing occurs. The Activity will be run in a different context than the current user that caused the transition of the Activity. Additionally, if you have a Rendering Server enabled, the asynchronous processing will be conducted by the Rendering Server when the aynchronous option is checked.

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Please note that, when this option is selected, if the user's task is followed (after one or more intervening "background" tasks) by another task assigned to the same user, the current behavior in which the window remains open and is refreshed with the eForm for the subsequent task will no longer be seen. Instead, the user will have to click the appropriate link in their task list or email notification to open the new task.

On some systems, when starting a subprocess using the asynchronous option, the system can mark the calling task as complete before the called subprocess completes. This may be especially true if the subprocess contains complex rendering operations. To avoid this, a wait time, in seconds, can be set using the nAsyncSubProcessWaitSecs variable in the Custom Vars file. The default setting for this variable is 5 seconds.

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