Trigger an Activity to Happen on Initial Assignment

When a task is initially assigned, the default behavior of the portal is to send a pop-up notification to the assignee(s), in addition to 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 the Form was assigned. To do it we are going to create a simple Notification Flow that will be triggered on initial assignment.

First, we need to create a Trigger Flow that will perform any actions we want on the initial assignment.

Navigate to the Designer Folder and click Create Flow.

Next, name Flow and click Create to continue…

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

In the resulting pop-up window we name our Data and pick a String Type. We click Ok to save and close this pop-up window.

Next, we select Send Notification Step from All Steps [Catalog] > Communication category from the Flow Designer’s start-up window. Click Add to add it to the workspace.

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

Configure our Notification as follow…

Next, save and close this flow. In the Designer Folder click Create Flow again, name it and click Create to continue… This will be our main Flow where we will assign our Form.

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

In this example we use simple User Input Form that is designed as follow…

Next, we assign our form in the Flow Designer by navigating to its Options… We select Assigned from the Form’s Setup > Assignment Type dropdown.

Also we need to add assignee(s)… We do it under Form Assignment [edit] pop-up window.

And click Done to save and close this pop-up window.

Under a new Option Start that is available to us after assigning the form we can pick Flow To Run. This option is available for the External Form Step as well.

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

With the SharedFlow selected we can receive and use some parameters from the flow that starts:

URL Parameter Name

Assignment ID Parameter

Step Tracking ID Parameter

Flow Tracking Parameter

Select Private from Show Flow To Run

As we can see, we are not available to get those parameters from Shared Mode in Private

Change Back to SharedFlow Mode…

We click the Flow picker… Pick our Action Trigger Flow that were created in the first step of this example and click Ok to save and close this pop-up window.

URL Parameter Name now shows the validation error. We navigate to its dropdown and pick the ActionString that was defined as an Input Data for The first Flow…

This completes our Flow. So we save the flow and close it. In the Designer Folder we click the Action from our Flow’s Thumbnail and select Run Flow.

Mention that nothing has happened but the Notification Popped Up from our Trigger Flow…

If we log in as an assignee…

We can see a new task in our Home Folder… And it is a User Input form that was assigned to us as a result of running our main Assignment Flow.

Additional Resources

• Creating Your First Flow
• Creating Your First Form Flow