Setting Up Reusable Process Tasks

Some process tasks can be reused in more than one process. For example, these Human Resources tasks could be reusable:

  • Send a welcome email
  • Provide training on the source control system
  • Set up a user login for the new hire on the Users form
  • Attach a required certificate to the employee record
  • Fill out and submit a request form for a security badge.

Reusable tasks are linked to a process type. When you select that process type on the Process Manager form, the reusable tasks associated with that process type are available for selection in the process or template. The tasks are listed in the Select an existing task field.

To define a reusable task:

  1. On the Process Manager - Tasks form, click the filter-in-place tool bar button.
  2. Add a new record.
  3. Specify this information:
    Task Type
    Select one of the existing task types. There is currently no way to add other task types.
    Task Name
    Specify a name for the task; for example, Set up user login for new hire.
    Task Description
    Specify a more complete description of the steps to be performed in the task. The information should be generic enough for reuse by different persons who might perform the task.
    Due Offset
    Specify the number of calendar days before the process due date that this task must be completed. This value is used to calculate the actual due date of the task when it is used in a process, after the process due date is specified.
    Form to Complete
    If the Task Type is Complete a form, select the name of the form to open.
    Event Name
    If the Task Type is Start a workflow, specify the name of the event to trigger.

    For more information see Setting up a Workflow to Use with the Process Manager.

    Note:  If the Task Type is Attach a document or Update a document, you cannot specify the document to attach in this form, because this form defines a reusable task. You can specify the document for this task when you create the specific process or template.
  4. Save your changes.

    Alternatively, you can create a new task on the Process Manager form and select Save this task for future processes to make it a reusable task.

Related topics