Task Templates
Task Templates contain a description of single activities that a user should process in a workflow task. Task Templates are one of the building blocks for workflows.
The Task Template page is accessed using Tell Me. Choose the 
icon, enter Task Templates, and then choose the related link.
Select an existing task template or create a new one.
General FastTab
The fields on the General FastTab of a Task Template are described in the following table.
| Field | Description |
|---|---|
| No. | The No. field contains the number of the task. If a number series is defined, a number can be assigned automatically by pressing the Enter key. |
| Description | The Description field contains the description for the task. This text is displayed in the Workflow Portal in the Description field. |
| Type | Shows which object type should be used by a user to work on a task. The options are: - Table - Report - Function - Page With the Function option, you can define that a task will be worked on using a programmed user-defined function. Note: If the Table option is selected, the Fields FastTab becomes visible. |
| Object ID | Specifies the object ID that will be used to work on the task. By using the lookup in this field, you can select the object from the Object List page. Like this you can, for example, assign for a specific task a specifically designed page. |
| Object Name | The Object Name field shows the name of the selected object. It is a FlowField and cannot be edited. |
| Task Function Code | Specifies the code of a user-defined function, if the Object Type is Function. |
| Task Function Description | Shows the description of the selected user-defined function. |
| Table No. | Specifies the number of the table. |
| Table Caption | Shows the name of the table. |
| Run automatically | Run automatically gets editable if the Task Template Type = Report or Function. If the toggle is turned on, the report or user-defined functions are run and completed automatically. For Type = Table, it is selected by default. |
| Show Message | If the Table option is selected in the Type field, a message can be displayed to the user when the table change is executed. Determines if the message can be entered in the Lines FastTab. |
| Task Category | The Task Category field allows you to classify tasks. Users can filter on the task category in the workflow portal. |
| Task Priority Code | By using the Task Priority Code, it is possible to prioritize tasks. In the workflow portal, it is possible to filter and sort tasks by priority. |
| Team Code | In the Team Code field, you can specify a workflow team that is normally responsible for this task. The Team Code will be then automatically selected when you choose a task in a workflow line. In case you are entering a generic task, you can leave this field blank and specify the team later in the workflow activity. |
| Due Date Formula | The Due Date Formula field provides a formula for calculating the Due Date. The Due Date of the created task is calculated based on the date when the task was sent. |
| Work Instruction No. | In the Work Instruction No. field, you can specify a Workflow Master Document Card. By using the drop-down in the field, you can select the desired Workflow Master Document Card. |
| Save Table changes explicitly | This field is only applicable if the Table option is selected in the Type field. By turning on the toggle, the OnModify table trigger is explicitly run when the data record is modified. If you turn off the Save Table changes explicitly toggle, the data record is not explicitly modified after the field values have been applied. |
| Skip Table Triggers | This field is only applicable if the Table option is selected in the Type field and the Save Table changes explicitly toggle is turned on. By default, the OnModify table trigger is run when the data record is modified. If you turn on the Skip Table Triggers toggle, the data record is modified without executing the business logic in the OnModify trigger of the table. |
Choose the Show Work Instruction action on the action bar to view the selected file.
Lines FastTab
The lines of the Task Template describe the steps that the user should perform to complete this task.
You can insert Wildcards %<Field ID> (for example, %1, "1" represents the field number referring to the table) in your text. When the application creates a task because of this Task Template, the "Rec" placeholders are replaced by the corresponding contents of the specified Field Numbers of the underlying record.
If a task is created based on a record change, you can use the "xRec" placeholder %x<Field ID> or %X<Field ID> (for example, %X1) to insert the previous contents of a field into the workflow task.
Example
This is the Task Description of a Task Template:
A new Item %1 was created. Please insert the following fields.
Since Field No. 1 (%1) is the No. field on the Item page (the table will be defined in the Condition), the responsible workflow team receives the following message in the Workflow Portal:
A new Item 123-TEST was created. Please insert the following fields.
Fields FastTab
Notera
The Fields FastTab is only visible if the Table option is selected in the Type field.
The Table option in the Type field allows you to write predefined values to any fields of the record when the task is executed.
The fields to be set automatically are entered in the Fields FastTab. The lookup in the Field No. field opens the overview of the table fields. The Field Caption FlowField shows the caption of the field.
The field content to be set automatically is entered in the Field Value field. This checks for plausibility (for example, data type and permitted option values).
If the Validate Field checkbox is selected (default value = Yes), the business logic is executed in the OnValidate trigger of the table field.
The order in which the fields are filled and validated can be influenced by entering an integer value >=0 in the Sequence No. field. The table fields are sorted by sequence number and field number.
Notera
The Run automatically field is always selected if Type = Table.
Options FastTab
In the Run Page Mode field, you decide in which mode the page (Task Template Type = Page) of the Task Template will be run. The options are:
- View – The page will open in View Mode. This option may be appropriate for approval tasks or reviewing.
- Edit – The page will open in Edit Mode, if the Page is editable. This option may be appropriate for data capturing tasks or data reworking tasks.
For List Pages, it is possible to influence the visual display of data. If the Filter Page toggle is turned on, the application filters in accordance with the primary key of the tasks record. If the checkbox is cleared, the list will be displayed and filtered.
The Use Request Page toggle is used for the Task Template Type = Report. If the toggle is turned on, you decide if the user should have the possibility to change filter criteria before running the report through using the request page of the report.
Menu Functions
There are several functions in the Functions group on the Actions menu.
- Choose the Insert Standard Text action to insert workflow standard texts in the Task Template lines.
- Choose the Insert Fields action to view the available fields and their numbers of the table, to which the page is connected, and insert placeholders of selected fields in the Task Template lines. The available fields of the table, that have a reference to the page, are displayed in the Fields page.
Notera
A prerequisite for adding fields with the Insert Fields function is that the referenced table is listed in the Workflow Object Properties.
- Choose the Copy Task from Task Template action to copy an existing task template into a newly created Task Template.
Task Field Protection/Process Field Protection
The Workflow Task Field Protection and Process Field Protection pages are described in this section.
Defining Process Field Protection
If you choose the Field Security on the action bar of the Task Template, the Workflow Task Field Protection page opens. Here you can define fields which are only allowed to be edited through a process, meaning within the context of a workflow.
To select table and field numbers, the user should be able to edit, open the list of tables and fields, and choose the ellipsis button in the Table No. and Field No. fields each.
Notera
If the Task Template is in use within a certified workflow, the selected fields are automatically locked. The fields are only editable for the user that is recipient of the task and only until the task is completed.
Overviewing Process Field Protections
The Process Field Protection page is accessed using Tell Me. Choose the icon, enter Process Field Protection, and then choose the related link. It is used to get an overview of the defined Process Field Protections.
The relevant tasks in this list are those that can be found in the Used in Certified Workflows. To open a Task Template, select the Card action on the action bar.
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