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Configure automated tasks in a workflow

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This article explains how to configure the properties for an automated task.

To configure an automated task in the workflow editor, right-click the task, and then select Properties to open the Properties page. Then use the following procedures to configure the properties for the automated task.

Name the task

Follow these steps to enter a name for the automated task.

  1. In the left pane, select Basic Settings.
  2. In the Name field, enter a unique name for the task.

Specify when to send notifications

You can send notifications to people when an automated task runs or cancels. Follow these steps to specify when to send notifications and who receives them.

  1. In the left pane, select Notifications.

  2. Select the check box next to the events to send notifications for:

    • Execution – Send notifications when the task runs.
    • Canceled – Send notifications when the task cancels.

  3. Select the row for an event that you selected in step 2.

  4. On the Notification text tab, enter the text of the notification.

  5. To personalize the notification, insert placeholders. Placeholders are replaced with appropriate data when the notification appears to users. Follow these steps to insert a placeholder:

    1. In the text box, select where the placeholder should appear.
    2. Select Insert placeholder.
    3. In the list that appears, select the placeholder to insert.
    4. Select Insert.

  6. To add translations of the notification, follow these steps:

    1. Select Translations.
    2. On the page that appears, select Add.
    3. In the list that appears, select the language for the text.
    4. In the Translated text field, enter the text.
    5. To personalize the text, insert placeholders as described in step 5.
    6. Select Close.

  7. On the Recipient tab, specify who receives the notifications. Select one of the options in the following table, and then follow the additional steps for that option before you go to step 8.

Option Notification recipients Additional steps
Participant Users assigned to a specific group or role 1. After you select Participant, on the Role based tab, in the Type of participant list, select the type of group or role to send notifications to. 1. In the Participant list, select the group or role to send notifications to.
Workflow user Users who participate in the current workflow - After you select Workflow user, on the Workflow user tab, in the Workflow user list, select a user who participates in the workflow.
User Specific users 1. After you select User, select the User tab. 1. The Available users list includes all users. Select the users to send notifications to, and then move those users to the Selected users list.
  1. Repeat steps 3 through 7 for each event that you selected in step 2.
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