Creating a task flow

Tasks are portions of an activity. Multiple tasks are linked together to complete a task flow.

The task flow is designed in the task flow designer. The task flow is sequential, in that one task leads to another. A connector connects one task to another. A task flow passes from the Start icon to an End icon.

The following components can be added in the task flow designer to define the task flow:
  • Partner Task – task that a Partner user must run.
  • Approval Task – task that sends approval notifications to users.
  • Attribute Task – task that assigns attributes to partners.
  • Sponsor Task – task that a Sponsor user must run.
  • Custom Fields Task – task that maps an API response to custom fields.
  • System Task – task that is used to run API dialog automatically.
  • Connector – connects two tasks. The direction of the arrow in the connector represents the sequence of the task flow.
  • Start – represents the beginning of the task flow. The Start icon is displayed on the workspace by default.
  • End – represents the end of the task flow. The End icon is displayed on the workspace by default.
If you navigate away from the Task Flow page without saving your changes, you are prompted to save your changes.
Note: The following functions are available to you in the Task Flow page:
  • To make a connection, select the Connector icon, click the component earlier in the sequence, and then drag your cursor into the next component.
  • To delete a component from the workspace, right-click the component and select Delete.
  • To edit the name, description, or estimate (days) of the component, right-click the component and select Edit.
  • To view a preview of the task, right-click the Task component and select Preview.
  1. Sign in to the PEM Portal as a Sponsor Administrator.
  2. Select Activities > Definitions.
    The list of activity definitions is displayed.
  3. Click New to create a new activity.
    The task flow designer is displayed.
  4. In the field Name, type the activity name.
  5. In the field Description, type the activity description.
    If encryption is enabled, then Encrypt set to Yes is displayed.
  6. Optional: If encryption is disabled, then the Encrypt check box is visible. Choose one of the following choices:
    • Select the Encrypt check box to enable encryption of activity data in the database.
    • Clear the Encrypt check box to disable database encryption of activity data in the database.
  7. Optional: To associate context data with the activity, click Edit next to the Context Data label. A Context Data window appears. Enter XML code for the context data and click Save.
    1. To map the context data, click the mapping button (...) next to the context data XML tree.
    2. Select the node to map, and enter the value for the selected node in the pane that opens.
    3. Repeat for all the nodes you want to map.
    4. Click OK, then Save to save your changes.
    If you enter an invalid XML format, you see an error message.
    Note: Mapping of context data is supported for the following activity elements:
    • UI components such as label, textbox, textarea, dropdown, filedownload, and image components
    • API dialog fields: API configuration, URL, Request mapping, and File attachment
    • Custom field tasks
    • Entry or exit validation
  8. Create the sequential task flow. Drag a task to the Task Flow workspace. A task window is displayed. Depending on the type of task that you add, you see some of the following fields.
    • In the Name field, type the task name.
    • In the Description field, type the task description.
    • In the Estimate (Days) field, enter the estimated number of days to complete the activity.
    • In the Role field, select the role to which you want to assign the task. Click OK.
    • In the Attribute Type field, select the attribute type to assign to the partner.
    • In the Attribute Value field, select the attribute value for the attribute type that is selected.
    • Select the Show to Partner check box for a Sponsor Task to be visible by the partner.
    Note: Only active roles are displayed, and only active roles can be assigned to the task.
    Important: If no role is selected for Role, the task is by default assigned to the Partner Administrator for general tasks, or to the Sponsor Administrator for approval tasks. A task can be assigned to only one role.
  9. Add the connector between the tasks.
  10. To add a dialog to the task, right-click the task and select Define. For more information, see Creating a dialog flow.
  11. Optional: To add an entry validation condition to the task, right-click the task and select Entry Validation. For more information, see Setting task entry validation criteria.
  12. Optional: To add an exit validation condition to the task, right-click the task and select Exit Validation. For more information, see Setting up the task exit validation criteria.
  13. Choose one of the following options:
    • Click Save as draft. A confirmation message is displayed, click OK. The activity definition is saved as a draft.
    • Click Mark as final. The activity designer validates the activity definition and if there are errors, an error message is displayed. If the validation is successful, then the activity definition is complete.
    • Click Test. You are prompted to confirm that you want to enter test mode. For information on test mode, see Test mode.