Create a Task

   Journey Manager (JM) Previously known as Transact Manager (TM). |   System Manager / DevOps |  5.1 & Higher This feature is related to 5.1 and higher.

Manager allows you to create new or configure existing tasks. You can assign a task to an authenticated user, as shown below, or anonymous user.

To create a new task:

  1. Select Operations > Assigned Tasks.
  2. Click New.
  3. Select a task type from the Task Type dropdown list. A task type is very useful to determine the type of the transaction and to distinguish between the submissions and review tasks.
  4. An assigned task type can be one of the following:

    • Form - a basic task that can be created using either form XML or prefill XML data.
    • Review - a task associated with a previous submission, which is often prefilled with the submitted data for review purposes. It doesn't accept prefill XML data.

  5. Provide a brief description of a task in the Task Subject field.
  6. Enter a task message that describes the task to a user who will perform it, for example, reference numbers. This information is shown to assignees of the workspace. You can use variables that will be dynamically substituted with configurable strings in runtime, for example, Please review the Job Example 1 by Joe Public. $func.startSubmission().id()
  7. Enter the submission ID that the task is based on in the Previous Submission ID field. This for review tasks only.
  8. If the assignee needs to be informed that the task should be done on a specific date, complete the Scheduled Date field.
  9. Enter an expiry date in the Expiry Date field if you want the task to expire at a specific date and time. If a task is not completed before the expiry date, the transaction processing job will run in the background and change the task submission's form status to Expired. At this point, the default workspace will not allow assignees to complete the task. Expired task submissions can't be progressed any further.
  10. Provide the physical address of a location in the Task Address field.
  11. Enter latitude and longitude information in the Location Latitude and Location Longitude fields, if available. The latitude value needs to be in a range of -90 to 90 and the longitude value between -180 and 180. This information will be displayed to the assignee. The default spaces include Google Map support.
  12. Select the Allow Claiming checkbox to put the task into a special claiming mode, where users have to claim the task before being able to work on it. In addition to being claimed, such tasks can be reassigned to other users by the claiming user or other space users with special privileges.
  13. Provide a user's login name in the User Login Name field to assign the task to a specific user. Leave it blank if the task is assigned to a group, see below.
  14. Select a user group name from the Group dropdown list so any member of the group is able to view and complete the task.
  15. Note

    Users joining a group will be able to view and work on all tasks existing for the group.

  16. Select the Task Deletable by User checkbox to allow assignees to delete the task.
  17. Note

    Assignees will not be able to delete completed tasks in order to preserve the audit trail.

  18. Select the Send Email to Assignees checkbox to send an email to the assignees to notify them of the new task. In this case, you can also fill in the Email Subject and Email Message fields. Otherwise, the default values are used.
  19. Note

    An email is sent to the current assignees only once. If new users join the group later, they will not receive a notification email.

  20. Select a form, which needs to be filled to complete the task, from the Form Name dropdown list. The form can have payment and attachments associated with it as usual. For review tasks, you can leave the dropdown blank, so the form on which the original submission was based is used.
  21. To prefill the form that will be presented to the assignees, you have the following options:
    • For Form tasks, if XML prefill is set up for the form, select Input XML Prefill from the Form Data dropdown list to use standard XML prefill (see section 5.16.6) and upload the prefill XML file using the Upload Input XML Prefill field.
    • For Form tasks, if you have a populated seed file structurally matching the form seed XML data, select Form XML from the Form Data dropdown list and upload the seed file using the Upload Form XML field.
    • For Review tasks, the XML data of the previous submission is automatically used, if nothing else is specified.
  22. Click Save to update the changes. A task submission will be created with the form status as Assigned, and users will be able to fill in the form and complete the task using the workspace associated with the form.

Next, learn how to view all tasks.