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Action

The Action activity allows you to assign a task to a user within the workflow.

Purpose​

Use the Action activity when you need to:

  • Assign manual work to a team member
  • Create tasks that involve external systems (e.g., "Send an email to somebody")
  • Track completion of activities that don't directly interact with application data

Configuration​

Action Activity Editor

Name​

  • Activity Name: Unique identifier for this action in the workflow
  • Used to reference the activity in workflow design and execution logs

User Instructions​

  • Instructions Field: Large text area for detailed instructions
  • Provide clear, step-by-step guidance for the assigned user
  • Supports multi-line text for comprehensive task descriptions

Files & Links​

Add supporting materials to help users complete the action:

  • New File: Attach files from the application for reference
  • New Url: Add links to external resources, documents, or systems
  • Files and links appear in the action view for easy access

Due Date Type​

Configure when the action should be completed:

  • None: No deadline specified
  • Fixed Date: Set a specific due date
  • Relative: Set deadline relative to workflow start or previous activity

Owner​

  • User or Security Group: Assign the action to a specific user or group
  • The owner is responsible for completing the action
  • Only one owner can be assigned per action
  • Click the icon to browse and select from available users and groups

Contributors​

  • Add Multiple Contributors: Users who can assist with the action
  • Contributors can view and work on the task alongside the owner
  • Click + New Contributor to add users or groups
  • Useful for collaborative tasks

Supervisors​

  • Add Multiple Supervisors: Users who oversee the action
  • Supervisors can monitor progress and completion
  • Click + New Supervisor to add users or groups

Advance Rule​

Determines when this activity is triggered based on predecessor activities:

  • When All: Activity starts only after all predecessor activities complete (default)
  • When Any: Activity starts when any predecessor activity completes
  • When First: Activity starts the first time any predecessor completes, then ignores others

Usage Notes​

  • The action is a simple task assignment with no predefined outcomes
  • All other interactive activities (Approval, Report, Data Input) build upon the Action activity
  • Best suited for tasks that require human intervention outside the application
  • Use clear, actionable instructions to ensure task completion
  • Attach relevant files and links to provide context

Best Practices​

  • Clear Instructions: Write detailed, step-by-step instructions in the User Instructions field
  • Appropriate Assignment: Assign to users who have the skills and access needed
  • Include Context: Add files and links that provide necessary background information
  • Set Deadlines: Use Due Date Type when timely completion is important
  • Use Contributors: Add contributors for tasks that benefit from collaboration
  • Add Supervisors: Include supervisors when oversight or approval tracking is needed