Trigger an Activity to Happen on Initial Assignment

Last Updated: 04/03/2018 Introduced in Version: 2.0

When a task is initially assigned, the default behaviors of the portal is to (1) send a popup notification to the assignee(s) and (2) send an email containing the task name, description, and link. Additionally it is possible to design any action that will be triggered via flow when the assignment is being assigned.

 

Example

In this Example we will notify the administrator that a assignment was created. To do it we are going to create a simple Notification Flow that will be triggered on an initial assignment.

 

First, we need to create a Trigger Flow that will perform specific actions that we want.

Navigate to a Designer Folder and click Create Flow.

 

Name the Flow and click Create.

 

When the Flow Designer opens we need to add some Input Data that will be used as a URL Parameter in the Form Assignment Flow. We navigate to the Flow Input Data box and click Add New.

 

In the popup window we name our Input Data and pick a String Type. We click OK to save and close this popup window.

 

Next we select the Send Notification Step from All Steps [Catalog] > Communication category from the Flow Designer‘s quick add window. Click Add to add it to the workspace.

 

We connect this step to the End step of our Flow.

 

Configure the Send Notification step as follows:

 

 

Next, save and close the flow. In the Designer Folder, click the Create Flow button, name it and click Create to continue. This will be the main flow in our process.

 

We drag into our workspace the form that we want to assign and connect it to our Start and End steps.

connectedform

 

 

In this example we use a simple User Information Form that is designed using 4 Text boxes and 4 Labels that specify what data these text boxes will store.

 

Next we assign our form in the Flow Designer by navigating to its Properties Panel. We select Assigned from the Assignment Setup > Assignment Type drop down.

 

Also we need to add assignee(s). Go to Assign > Assign to Users, and Add New.

Once the account has been selected, click Done to save and close this popup window.

 

A new option, Start, is available to us after assigning the form. Now we have the option to pick Show Flow To Run. This option is available for the External Form Step as well.

 

In the Show Flow To Run drop down menu we are given two options: SharedFlow and Private.

With the SharedFlow option selected we can receive and use parameters. These parameters are:

URL Parameter Name

Assignment ID Parameter

Step Tracking ID Parameter

Flow Tracking Parameter

By selecting Private we do not have access to those parameters. For this example we will select Shared Flow.

sharedflow

 

We click the Flow picker. Pick our Action Trigger Flow that was created in the first step of this example and click OK to save and close this popup window.

 

We navigate to the URL Parameter Name drop down and pick the Action String that was defined as Input Data for the Send Notification Flow.

 

The flow is complete. Save the flow and close it. In the Designer Folder, right click the Test Triggered Action Flow and select Run Flow.

 

The Assignment is created and our the notification that we configured earlier is displayed in the Designer Studio.

If we logout and log back in, we can see a new task exist in the My Tasks folder. 

 

Additional Resources