Task Sequence Document Fields

The Task Sequence document is a webform document specifying details for tasks and transitions in a workflow.

Administrators can create multiple Task Sequence documents in various locations in the repository to create custom workflows to support individual project requirements.

Job Transitions

The Job Transitions section of the webform is a repeat group. Values are defined in a message file in the Messages folder of the Administration cabinet unless otherwise specified.

For each job transition in the box, these fields control the activity for that status change:

Field	Description
Current Status	The beginning status of the document for this step. See About Workflow Status Definitions.
Next Status	The next status of the document when it's status changes. See About Workflow Status Definitions.
Object Type	The type of object this transition applies to. Options are: All Documents Files Elements To apply to all object types, select All. If another type is selected, the transition applies only to that object type.
Status Changer	The user who can change the status. Select Current Task Owner or select a role. Note: If the Current Status for this job transition is None, do not select Current Task Owner; instead you must select a role.
Allow automated status changes in Maps through Workflow	If selected, when a map is moved through a workflow by advancing it to the Next Status, topics with this Current Status will have their status changed automatically to the same Next Status of the map. This option functions only when the Set workflow status on referenced documents option in the application document is set to something other than Off. See Setting Workflow Status on Documents Referenced by a Map. Note: If selected, users cannot change the status of an individual topic referenced by the map through the Change Status dialog. The status can be changed only by changing the status of the referencing map.
Job to Start	The job to start when the status changes.
Parallel Workflow	If selected, this transition will create multiple job tickets, one for each member of the Task Audience. All tickets must be completed before the status can change again. See About Parallel Workflow. Note: For a parallel workflow, specify both a Task Owner and a Task Audience. If this is not a parallel workflow, specify either a Task Owner or a Task Audience, but generally not both. See The Difference Between a Task Audience and a Task Owner.
Task Owner	Task Owner defines a role that specifies a single user, the owner of the task at this step. The option specified here determines the values available in the Change Status dialog. Options are: None The job ticket will not initially have an owner. When a member of the Task Audience accepts the job, that user becomes the Task Owner. Specified by Status Changer In the Change Status dialog, the user will choose a single user from a list of all of the Astoria users. <one of the defined roles> If the role defines a single user, that will be the Task Owner. If the role defines multiple users, in the Change Status dialog, the user will choose a single user from these users. If the role defines no users, an error is displayed and the user cannot change status until the workflow is modified, or the role is properly defined. If this is not a parallel workflow, you can specify the Task Owner to assign the task to a specific user.
Task Audience	Task Audience defines a role that may contain any number of users, the audience to whom the job is posted. List items are from the Role Definitions. If you have defined a Task Owner, you may not need a Task Audience, in which case you can specify None. However, if the Task Owner resigns from the job, if you specify a role for Task Audience, the job can then be accepted by a user in that role. If this is a parallel workflow, all members of the Task Audience are assigned the job. If this is not a parallel workflow, any member of the Task Audience can accept the job, and thus become the Task Owner.
Status changer chooses audience	If the check box is selected, in the Change Status dialog or when checking in and changing the status of an object, the user who changes the status must choose the next step's Audience from the set of users defined in the Task Audience field. Clicking Browse presents a candidate list from which the user selects the users for the audience for the next transition.
Job Name	The message key that is used to generate the name of the Job to Start.
Owner email Subject Key	The message key name for the subject of the email sent to the Task Owner.
Owner email Body Key	The message key name for the body of the email sent to the Task Owner.
Audience email Subject Key	The message key name for the subject of the email sent to the Task Audience.
Audience email Body Key	The message key name for the body of the email sent to the Task Audience.
Due Date Increment	The number of hours in the future to schedule the due date for the job ticket that gets created when this transition occurs. The drop-down list contains a pre-defined set of values in days or weeks, which are converted to hours when selected.
Minimum Acrolinx Score	The minimum Acrolinx score allowed on this object in order to progress to the next status. Applies only to documents and files. Leave blank to omit Acrolinx processing. To enable Acrolinx checking, enter a value of from 0 to 100. Higher values indicate better scores. A value of 100 requires a perfect Acrolinx score of 100. See Using Acrolinx Scores in a Workflow.
Add Snapshot	If selected, allows the addition of a snapshot to the object when it transitions to this status. See Using Snapshot Labels in a Workflow. Note: You must select Add Snapshot if you also select the Signed option.
Snapshot Label	The default snapshot label to add when the status changes. The label can be typed or selected from the list. The list contains snapshot label hints defined in the application document.
User Specifies Snapshot Label	If selected, allows the user to specify the snapshot label to add, rather than add the default label specified in the Snapshot Label field. If the check box is cleared, the default snapshot label is added.
Snapshot Label is Optional	If selected, allow the user to leave the Snapshot Label blank when changing the status. No snapshot is added, even if User Specifies Snapshot Label is selected. If the check box is cleared, the user must specify a snapshot label to add when changing the status.
Signed	If selected, this transition requires a digital signature. Digital signatures are configured in the application document. See Configuring Digital Signatures. Note: You must select Add Snapshot if you also select the Signed option.
Pre-job Scriptlet Post-job Scriplet	The name of the scriptlet to run before or after the job is assigned, as well as parameters in parentheses. For example, to call a review sequence scriptlet that has two additional arguments, you might specify:`customValidation(50, "blue")`

Global Settings

These fields apply to the entire workflow definition. Most fields are located between the Job Transitions repeat group and the Scheduled Job Notification repeat group, unless otherwise noted.

Field	Description
Flavor	Specifies the job flavor of this Task Sequence. Only documents and elements that specify this Job Flavor will be affected by this Task Sequence. A blank value indicates the Task Sequence applies to all documents and elements. Note: Located at the top of the webform.
Inherit Job Fields	If selected, the job ticket will inherit job-related fields from the job associated with the previous step.
Backstop Status Changer	The role that defines who can change the status of an object if no other users are available to change the status.
Workflow Administrator	The user designated as the administrator of this workflow. This user will receive emails if there are problems with the workflow. The list items are from the Users. See About the Workflow Administrator.
Cancel if no Owner email	Cancel the status change if no Task Owner could be found, or if the designated Task Owner does not have a valid email address, or if there are other problems sending email to this user.
Cancel if no Audience	Cancel the status change if no Task Audience could be found, or if any of the users in the Task Audience do not have a valid email address, or if there are any other problems sending email to these users.
Inherit Task Sequences	If selected, inherit Job Transitions and Scheduled Job Notifications from Task Sequence documents that are higher in the folder hierarchy. Note: Located at the bottom of the webform.

Scheduled Job Notification

The Scheduled Job Notifications section is a repeat group. Settings here are optional. These fields define actions to take when scheduled jobs (that is, jobs with due dates) reach specific timeframes.

For each job transition in the box, these fields control the notification actions:

Field	Description
Previous Status	This rule applies only to jobs that started in this status.
Current Status	This rule applies only to jobs that transitioned to this status.
When Job is	Relative timeframe to the job due date. Options are: about to be overdue overdue
Hours	Number of hours before or after the due date to cause this rule to take effect.
Job Accepter Email Subject	The message key name for the subject of the email sent to the Job Accepter.
Job Accepter Email Body	The message key name for the body of the email sent to the Job Accepter.
Job Audience Email Subject	The message key name for the subject of the email sent to the Job Audience.
Job Audience Email Body	The message key name for the body of the email sent to the Job Audience.
Reassign Job to	The name of the user the job is reassigned to. The list items are from Users. If <unassign> is selected, the job is unassigned.
New Job Accepter Email Subject	The message key name for the subject of the email sent to the New Job Accepter.
New Job Accepter Email Body	The message key name for the body of the email sent to the New Job Accepter.
Scriptlet to run	Jython scriptlet to run when the time frame occurs.