Business process designer > BPMN processes > Graphical elements / Send Document/App Item

Send Document/App Item

send_document1The Send Document/App Item activity is used in a process when its participants need to get informed about the contents of a file, a document or an app item. The users receive a task containing a link to the object that they have to view or read. After that, a list of informed users is created on the object’s page. It contains the employee’s decisions, comments, and additional files.

For example, the CCO develops a sales plan which is then approved by the CEO and sent to the sales reps for reading. The sales reps receive a task that contains a link to the sales plan. Once a sales rep reads the message, he or she is added to the list of informed users.

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To open the activity’s settings, double-click on it on the process diagram.

начало внимание

Before configuring the settings, make sure that the process context contains a variable for storing the object that the users will have to view or read.

конец внимание

General tab

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  • Name*. Enter the text that will be shown on the process diagram.
  • Task name*. Enter a brief and informative subject. It will be used as the title for the task shown to users in their activity stream. To include context variables into the subject, click on the {+} symbol in the right corner of the field. You can also add conditions and functions, just like for the item name templates. This allows you to generate a more informative name for the task.
  • Item to send. Select the context variable storing the file, document, or app item that you want the users to view or read.
  • Notification. If this option is enabled, the executor will receive a notification in their activity stream when the task is assigned.
  • Message body. Here you need to specify all the information that you want the employees to see. Also, you can use context variables to, for example, add a comment of a process participant. To include a variable, click on the {+} symbol in the right corner of the field. You can also add a condition or a function in the same way as in the Task name* field.

Deadline tab

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On this tab, you can configure the due date for the task, as well as determine what happens if the task is not completed at the specified time.

There are two ways to set the deadline:

  • Exact time. Specify the number of days, hours, or minutes that the executor has to complete the task. The calculations can be based on the business calendar.

If the task belongs to a swimlane with multiple executors, each of the executors will have the specified number of days, hours, and minutes to complete the task.

  • Variable. Sometimes it is important that the user completes the task before a certain date. For example, an employee can specify the exact date before which others need to read the new internal regulations. By this day, all specified users should have read the document. In this case, you can use a context variable of the Date/Time type to determine the deadline for the task.

If the task belongs to a swimlane with multiple executors, and a variable is used to define the deadline, all the executors will have to complete their tasks by this moment. Otherwise, the task will be considered overdue.

In the Notification field, you can select users who will be notified if the executor fails to complete the task on time. You can select the current user, a context variable (for example, the process initiator), a user group, or an org chart item.

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By default, a message will be sent to all employees specified in the swimlane settings. To select other recipients, click the Add button.

  • Current user. Executor of the swimlane where the Send Document/App Item activity is placed.
  • Context variable. The recipient is specified in a process context variable of the User type.
  • Group. The message will be sent to users from a specific user group.
  • Org chart item. The message will be sent to user or users belonging to an org chart item.

 

In the Interrupt field, determine what the next step in the process will be if the executor does not have time to complete the task before the specified time.

The process will automatically continue using specified connector if the time expires, and the executor doesn’t confirm that the task is completed. On the process diagram, such a transition is marked with a clock icon.

Custom Statuses tab

When creating a custom status in the task, an additional button will appear. With its help, employees will be able to provide custom decisions within the standard process of sending documents and app items for information.

Depending on what object (app item or file) is stored in the variable specified on the General tab in the Item to send field, the button will appear on the item’s page or on the file preview page.

For instance, you can add the status Requires Clarification. An employee can complete the task of viewing a document and specify that they have questions after reading it. The document’s progress through the process will continue according to the logic defined by the outgoing transitions. In the informed users list, opposite the name of the user who selected this decision, the status Requires Clarification will appear.

The final status of the item, regardless of the chosen decisions, will be Informed.

To configure a custom status, enable the Use a custom status option and fill in the fields that appear:

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  • Button label in the task*. Enter the name for the button that the user will click to complete the view task. The additional button will be displayed next to the system button Informed.send-document-custom-statuses-2
  • Status label*. Enter the name of the status that will be displayed in the list of informed users after closing the task.send-document-custom-statuses-3

The custom status will be shown in the list of informed users and will also be displayed alongside the system Informed status when the list is exported.

Signature Settings tab

On this tab, you can set up different options for using digital signatures in Send document/Add Item tasks. When a user clicks Informed, a pop-up appears showing the list of options:

  • Enable signing. If this option is enabled, the user can proceed to signing by clicking next.

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  • Sign attributes, Sign file. If these options are enabled, the user will sign the document’s attributes or the file.

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Determine which options will be required, preferred or optional. The signature settings are the same as in the Approval activity. The only difference is that the Sign decision option is not available for the Send Document/App Item activity because in this case no actual decision is drawn. To learn more, see Approval.

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List of informed users

Once users receive the notification with a link to the file, document, or app item that they have to view or read, a list containing all informed users appears on the page of this object. It shows a list of users who have viewed the object, their decisions, comments, additional files, and the time and date they completed the task.

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Until the user completes the view task, the question mark icon will be displayed next to their name. After the user views the object, the question mark will be replaced with a check mark.

If the document is modified in some way, for example, the text or the status is changed, the informed users list is archived. You can always view archived lists by clicking on the Archive link on the right pane.

You can download the list of informed users as an .xls file. To do this, click on the download button on the right of a list.

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The exported list can be printed and, for example, attached to a paper copy of the document. The sheet contains the name of the document, list of the informed employees and their decisions, the dates of each decision, and comments.

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