Create Prompt Task
Use the Create Prompt activity to prompt the user for information or complete a task separate from approval during the execution of the workflow. The workflow will pause until the user responds or the prompt expires.
When a prompt task is created, the assigned user(s) or workflow initiator will receive an inline notification about pending user tasks in the Workflow Editor.
Click View Tasks to review the pending tasks and provide the necessary information to continue the workflow.
Procedure
- Choose Automation > Workspace in the navigation menu.
- On the Workflows tab, click Create Workflow.
3. Choose a type according to the intent of this workflow, and click Continue. For more information, see the Workflow Intent Help topic.
4. In the Properties panel of the Workflow Editor, define the workflow properties. For more information, see the Workflow Editor Help topic.
5. From the Activities panel, search for Create Prompt activity.
6. Drag and drop create prompt onto the canvas.
7. Complete the following properties to use this activity:
- General
- Display Name - Enter a display name for the activity. This name is what's displayed for the activity in the Workflow Editor.
- Description - Enter a meaningful description.
- Continue Workflow Execution On Failure - Check this check box to continue the workflow if this activity fails (optional).
- Skip activity execution - Check this check box to bypass running the activity during the workflow execution (optional).
- Add Assignees - By default, the assignee is the user who executes the workflow, unless specified differently below:
- Add by role(s) - You can select that all administrators and/or incident responders in your organization will be prompted.
- Add by email address(es) - Click ADD and enter the email address of individuals who will be prompted with this task.
- Add Form Elements - For a Checkbox form element where the user may check the box:
- Checkbox Label - Enter a label for this check box.
- Add Form Elements - For a Text form element where the user must enter some text:
- Text Label - Enter the text.
- Add Form Elements - For a Dropdown Select form element where the user must select from a drop-down list:
- Allow multi-select - Set whether or not the user can select more than one option in the list.
- Dropdown Select Label - Enter a label to name this drop-down list.
- Dropdown Select Options Array - Click the Variable Reference icon to choose the array of options to select from in the list.
- Dropdown Option Label Key - If an object type array is chosen above, this field appears for you to choose the key of the key-value pair.
- What do you want the prompt to say?
- Prompt Title - Enter a title for the prompt. This will become the name displayed in the prompt tasks table.
- Prompt Body Text - Enter the text to be displayed in the body of the prompt.
- Advanced Configuration - Show advanced configuration options:
- Prompt Requestor - Enter the email address of the person or variable reference requesting the prompt for information.
- Prompt Owner - Enter the email address of the person or variable reference who owns the request (often the same as the requestor).
- Set Prompt Expiration Date
- Duration - Enter the amount of time that elapses before the prompt expires (how much time the assignee is given to answer).
- Time Units - Choose what unit the time is measured in.