Users can automatically manage task sequences by building workflows using a task metadata iSheet to:
- Automatically reassign a task or change the dates once a rule is triggered or an action is performed
- Automatically change the status of the task once a rule is triggered or an action is performed
- Automatically update the list column once a rule is triggered or an action is performed
The following task metadata iSheet fields can be updated from an Update iSheet record action:
- List
- Assignee
- Start date
- Due date
- Status
- Custom column
Configuring the rule
Navigate to Site admin > Workflow > Rule builder:
The Rule builder screen will be displayed:
You can either select an existing workflow, or create a new workflow. Once the workflow that you wish to add the rule to exists, click it to display that workflow.
Within the Workflow screen, either add a new rule, or edit an existing rule. Within the Add/Edit rule screen, navigate to the Triggers screen.
Please note that in order for you to automate task status and list, your rule trigger must be a task metadata iSheet
Task status and list
Using the process described above we will now show you how to build this rule, in order to be able to automatically automate a task's status and list.
This example shows that when an iSheet record is updated and the attachment column changes and is not left blank, the action will be performed.
Click Save and Continue to display the Actions tab. Your Actions tab should look like the following:
This action is set up to ensure that when the rule is triggered, the triggering task's status will be set to complete. You can set the status to change to any one of the default or custom status.
Using this rule, you can also choose to update the List column, where the list column can be updated from a selection of lists available within the site.
Click Save to save your changes and create your workflow rules.
Task assignee, Start date and Due date
Using the process described in Configuring this Rule, we will now show you how to build the rule, in order to be able to automatically update the assignee information and the dates.
This example shows that when an iSheet record is updated and the List column changes, the action will be performed.
Click Save and Continue to display the Actions tab. Your Actions tab should look like the following:
This action is set up to ensure that when the rule is triggered, the assignee column and the due date column will both be automatically updated. The Assignee column can be updated with a variable, (either a system-generated assignee in the Created by or Modified by fields, or an assignee in a user lookup column), an individual or a Site group. The Start/Due date columns can be updated with a variable e.g. in the image above you will see that the Due date column is to be updated with the Modified date variable plus 5 days, ignoring weekends in that calculation.
Click Save to save your changes and create your workflow rules.
