The Document Tasks feature allows task records to be created for users or groups when a UXform enters a certain workflow state. When a UXform enters a workflow state that has provided a documentTasks parameter, a task record will be created under the document tasks table using data provided within the parameter.
Document Tasks work by adding a document task record to the table [x_uxs_pdfsuitedoc_document_task] on ServiceNow, this requires the PDFsuiteDoc update set to be installed. When a UXform enters a workflow state with a specified a Document Task parameter, a record is created in the Document Task table. A document task record is created for every object provided to it. Each task record includes information about the UXform along with users or groups it should notify.
The users or groups who should be assigned are specified in objects provided to the Document Task parameter. Who will be assigned can be dependent on a variety of criteria, such as group membership or specific usernames.
Additionally, system admins can configure Document Tasks to automatically send out notifications to the specified users or groups when a document task record has been created.
General format of the documentTask
documentTasks: [{
user: 'user.sys_id',
group: 'group.sys_id',
description: 'Detailed description message.',
shortDescription: 'Short description.'
}]
Note: you may substitute user for specificUser and group for specificGroup when appropriate.
This creates a document task upon reaching a certain workflow state, and notifies the specified user.
documentTasks: [{
user: 'user.sys_id',
description: 'Detailed description message.',
shortDescription: 'Short description.'
}]
This creates a document task for each object provided to it. Each document task contains a different message, and each will notify the specified user/group with their respective message.
documentTasks: [{
specificUser: 'username',
description: 'Detailed description message #1',
shortDescription: 'Short description #1'
}, {
specificGroup: 'group name',
description: 'Detailed description message #2',
shortDescription: 'Short description #2'
}]
The Document Tasks feature in the PDFsuite application is a powerful tool for managing workflows and when used in conjunction with setting up notifications for records created within the document tasks table, can ensure that users are notified when UXform need to be edited and/or signed. By specifying who to notify in the Document Task, you can specify exactly which users should be notified when a UXform enters a certain workflow state, thus ensuring that everyone is aware of their responsibilities.