Introduction
The Scheduled Screen Task workflow allows administrators to automatically send a selected screen to employees for review and completion at a specified date and time.
The workflow can be configured to require completion of either the entire screen or only specific fields within the screen.
This ensures that employees are prompted to review and update required information on a regular or one-off schedule.
If the selected screen is a form-type screen, the existing record (including its data) will be sent to the employee. If the selected screen is a table-type screen, a new blank record will be created and sent instead.
How it works
The workflow is triggered at the configured date and time.
The workflow retrieves the list of employees.
For each employee, the workflow checks whether the selected screen exists in the employee’s profile.
If the employee has the selected screen in their profile:
A task is created for the employee to review and complete the screen (or the specified fields).
An email notification is sent to the employee.
If the employee does not have the selected screen in their profile:
The employee is skipped.
No task or email is created for that employee.
Setup
There are a few things to update in this workflow - and they’re both right at the top of the designer.
The 'Schedule’ Activity is where you define the exact date and time the workflow should wake up and start sending tasks. This uses cron syntax, a standard format for scheduling tasks.
Not familiar with cron? No problem - you can use this handy tool to build the right expression: https://crontab.guru/
Simply enter this expression into the 'Schedule' box, you can also add some helper text in the Comment box to remind you which date/time you have input.
Go through the first six activities as shown in the above screenshot, review the default values, and update them as needed. Below is a brief explanation of each.
Schedule – As described above. By default, the workflow is set to run on the 1st of every month at 9:00am.
Screen name – The name of the screen you want to send to employees. This must match the screen name exactly. If the selected screen is a form-type screen, the existing record (including its data) will be sent to the employee. If the selected screen is a table-type screen, a new blank record will be created and sent instead.
Due date – The number of days the employee has to complete the task.
The default is 3, meaning if the workflow runs today, the task due date will be three days from now.
Task title – A default title is provided, but you can edit it if required. Please do not use any special characters.
Task description – A default description is provided, but you can edit it if required. Please do not use any special characters.
Screen variant – Leave this completely blank (no spaces) if you want employees to receive the full screen with all fields editable. If you only want employees to view and edit specific fields, first create a screen variant and then enter the exact name of that variant here. Click here for an article on Screen Variants.
How to get this workflow template
Please reach out to support for them to add this template to your designer. From there you can configure.