You can specify the action to perform if an assignee chooses an option or if an evaluator is true. You can also automatically perform actions as part of a workflow, such as sending an email or changing a status. 

  1. To add an action:
    1. Click Actions, then click +.
    2. Enter the following information.

When  Use the Select a duration and Select relative to options to select when the action will occur. For example, the action could occur when the workflow is activated, when a specific option is chosen, or when the workflow is complete. To specify an action based on an evaluator, select After Task Evaluation, then select an evaluator. To enter a custom duration, select Custom in the Select a duration field, then replace the text “Custom” with a time frame such as “3 weekdays” or “6 hours”.

Action  Select the action that will occur.

  1. (Optional) Click Advanced and enter the following information.

Condition  Add conditions to enable or disable the action based on different criteria. For example, let’s say you’ve created an action that will send an email on the workflow due date. You could add a condition to only execute the action if the file has a specific tag, such as “Rush”. Enter conditions using SpEL (Spring Expression Language) syntax.

Collection Criteria  Specify a set of items that the action will execute on. For example, if the action applies a specific status (such as “Rejected”) to a specific file, you could apply the same status to all files with a specific attribute (for example, “Group = Test”). Enter the collection criteria using SpEL (Spring Expression Language) syntax.

Repeat  Select how often the action is repeated.

Tip  You can use conditions and collection criteria together in order to “batch” items. For example, let’s say you have 10 files that are being processed by the same workflow. The workflow has tasks X, Y, and Z. Task Y is a blank task with no assignees. Task X has an action to activate task Z, a condition that states that task X must be completed for all documents before the action is executed, and a collection criteria that includes the 10 files. As the assignees complete task X for the first 9 files, the action is not yet executed. The first 9 completed files move to task Y, which acts as holding state. When task X is completed for the 10th file, the condition is met and the action is executed. The action then activates task Z for all 10 files at the same time.

  1. Click Create.
  1. To edit an action, hover over it and click .
  2. To delete an action, hover over it and click . Click Yes to confirm.