There are numerous  Task Types available through the Workflow module. Some are User Tasks (the task is to be completed by a User) and some are System Tasks (the task is completed automatically when conditions are met through a back end process)

This is a User/Group Task.  Populate Custom Field Tasks are ones where a User in the system needs to manually index/populate a specific Custom Field or Fields. Once those fields are entered, the task is considered complete. When a group is selected, all the Users of that Group will see an additional Left Navigation Menu on their Home Page called “Tasks” (see screenshot to the right).

The  Instructions box is to provide details to the User about what needs to be done to complete the Task. The rest of the Details are to allow ONLY specific Custom Fields to be edited by the User. IF a Custom Field is not added to the list, a User will not be able to edit that Custom Field while completing the Task.

The attributes are as follows:

1. Journal Entry Required - A user must enter a Journal on the Document or Entity
2. Custom Field – This drop-down list is based on the fields assigned to a particular Document or Entity Type
3. Required – “Yes” or “No”
4. Constraint Criteria – “None” or “Values” (if “Values” is selected, enter a Constraint)
5. Constraint – Options for a User can be limited by entering a range or set of values.
6. Sort Order – When multiple Custom Fields are added, this allows you to put them in a specific order for displaying.
7. Description – Give more “Instructions” about that particular Custom Field.
8. Add Detail – Allows you to add more Custom Fields for the User to populate and/or view.

System Move to Folder

This is a System Task and will be done through back-end processes. This will move a  Document or Entity to another Folder when specified conditions are met. Under Details, specify the destination Folder for the Document or Entity to move to.

IMPORTANT: If the Resubmit properties are enabled; then criteria will need to be added so the system does not perform an “infinite loop”.

Send Email

This is a System Task and will be done through back-end processes.

1. The Email Address Field needs to be a Custom Field that ACTUALLY contains someone’s email address.
2. Insert a Subject Line
3. Type in an Email Message

System Populate Custom Fields

This is a System Task. When certain criteria match the system will populate a Custom Field with a value.

1. Select the Custom Field that will be populated
2. Select/Input the Value of that Custom Field
   • Date Custom Fields will only accept Date Values
   • String Custom Fields will need to be manually input
   • Drop-Down Custom Fields will show the List Items in a drop-down menu
   • Boolean Custom Fields will show True/False in a drop-down menu

NOTE: This is another System Task that may need to be analyzed if using the resubmit. There is the potential to put this task into an infinite loop.

System Add Document

This is a System Task that calls upon a Backend Process (BEP) to use a “Data Template” (dynamic form), then will add that template/form to the system as a stand-alone document.

NOTE: If you are trying to add pages to an existing document, see “System Update Document” Task Type.

This configuration requires custom development. Please see your Account Manager for time and costs associated with setting up this Task Type.

System Update Document

This is a System Task that calls upon a Backend Process (BEP) to use a “Data Template” (dynamic form), then will add that template/form to an existing document.

This configuration requires custom development. Please see your Account Manager for time and costs associated with setting up this Task Type.

System Assign to Backend Process

In addition to the Update Document and Add Document BEPs, there are dozens of custom BEPs that can be configured and tailored to each customer site. Some of the BEPs that are configured for existing customer sites include, but is not limited to:

• Fax In/Out Service
• Barcode Service
• Zonal OCR
• Electronic File Watcher
• sFTP Interface Services
• File Export Services

There are costs associated to this custom development, so please see your Account Manager for details.

System Add Journal Entry

This is a System Task that will add a Journal Entry to an Entity or Document when certain criteria are met.

NOTE: This is another System Task that may need to be analyzed if using the resubmit. There is the potential to put this task into an infinite loop.

System Delete

This is a System Task that will logically delete a Document or Entity when specific criteria is met. USE CAUTION AS DELETED DOCUMENTS THAT NEED TO BE RESTORED MAY REQUIRE DOMA TECH SUPPORT.

NOTE: Before setting up a Task like this, first build the criteria in an Advanced Search. Review all the Documents or Entities to ensure that these are the items to be deleted.

System Get Fields

This is a System Task that requires several hours of custom development. When a  User adds a document through the DIA or DIAL App, a single Custom Field is indexed. Then the back end configuration for that Document or Entity will pull data from an external spreadsheet or .csv file and populate the rest of the Custom Fields.

• This requires the customer to provide DOMA with an external set of data
• This requires detailed mapping of column heading from the external file to the Custom Fields within the portal

Please consult your Account Manager for options and costs associated with this development.

System Change Document Type

This is a System Task that will change the Document Type of a particular Document.

• If there are identical Custom Fields on DocType 1 and DocType 2, those values will remain populated when the change happens.
• However, all Relationships will be removed when that Document Type is changed.

System Assign Relationship

This is a System Task that will create a Relationship between:

• An Entity and another Entity, OR
• An Entity and a Document

Begin by selecting:

1. Relationship Type – This will auto-detect based on the Entity/Document you select in the Search Criteria

   NOTE: There could be more than one Relationship in the Drop-down, depending on how the site is configured with Relationships

2. The first Custom Field selection is from the list that is on the Type that you selected in the Search Criteria
3. The second Custom Field selection is the Custom Field that you want to match it to from the Document/Entity Type inherited through the Relationship
4. Under Match, this should always remain as “Yes”
5. Under Assign, this should always remain as “Yes”

System Populate User Info

This is a System Task that will populate a  User Name in a String Custom Field when the criteria of the Task are met. The System will recognize when a User indexes specified Custom Field values, then populate the Custom Field (defined under Details of this Task) with that User’s Name.

NOTE: The configuration to this Task can get tricky: The system could actually back-populate with User Names based on historical dates or documents/entities that already meet the Task Criteria.

One way around this is to add the following Criteria: Created Date Greater Than or Equal To (Special Date) Today.

System Add Word Document

This is a System Task that will populate the blanks defined in a Word Dynamic Form template based on the custom fields of the results returned from the search criteria and add a new Document into the system. Optionally, a custom field value can be entered on success or error.

System Update Word Document

Please see System Add Word Document above. The same details are needed, but this will update an existing document in the system with a Word template instead of adding a new one.