Add Document Validation to a process automation - Add a Document Validation task to a process automation to verify and process documents for accuracy.

Automation 360

Add a Document Validation task to a process automation to verify and process documents for accuracy.

About this task

Use the Document Validation task to route documents to a contributor for review and validation as part of a process automation.

Procedure

  1. Add the Document Validation Task option to the process automation by dragging the element from the Task panel.
  2. From the Document Validation Task panel:
    1. Enter a unique Element ID.
      Used only as an internal reference during design; must be unique within the process.
    2. Enter a Task name.
      Appears as a reference during process execution.
      The task name appears in the web interface as a reference.
    3. Optional: Select the Hide this task after completion check box.
      After task completion, the user does not see the Document Validation Task in the web interface.
    4. Specify the ID in the Document ID field.
    5. In the Learning instance version field, enter a specific version to override the default.
      Uses the latest Test Mode version by default.
    6. Specify the Task contributor by selecting from the drop-down list:
      • Manually assigned
      • Random user from user group - Select to randomly assign the task to someone from the user group, such as to load balance work among members of a large team.
      • Request creator
      • Specific user - Select to assign a previous task participant from the request. The system uses the UserID from either a manually entered string expression; or a process variable of type UserID based on the contributor ID of a previous task, or the creator ID of the request.
      • The user who opens this task
      Note: The options that display in the Task contributor drop-down list are available to select based on the following conditions:
      Condition Available Option
      When Task Assigned = Request creator then … Only Request creator is available to select
      When Task Assigned = the assigned group of the request then … These additional options are available to select:
      • Random user from user group
      • Specific user
      When Task Assigned = specify user group then … These additional options are available to select:
      • Random user from user group
      • Specific user
    7. In the Task requester and assignment panel, select Default or Custom.
      • Default: The assigned group receives the task in their Assigned task list. To also display the task in the requester's Requested task list, select Show this task in 'Requested' task list for the request creator.
      • Custom: Set the Task requester and Task assignment separately. For each, select one of the following:
        • Request creator: The user who submitted the process request.
        • Assigned group: Users can view the task in their Assigned tab, access its details, make edits, and assign it to themselves.
        • Specific user group: Define a custom user group by Role, Team, or Variable.
    8. In the Data privacy tag field, enter a text value or variable to generate a hidden custom output field, then select the (x) box.
      Used only as a hidden field searchable for data privacy purposes. Variables are populated at runtime.
    9. In the Task attributes section, click Add attribute to add any previously available checked-in attributes to feed into the document validation.
      1. From the Label field, select an attribute from the drop-down menu (required). The Attribute ID field is auto-generated and populates based on your selection.
      2. Select a Type for the attribute from the drop-down menu. For example, String, Number, Boolean, Datetime)
      3. Select how you want to display the Visibility from the drop-down menu. For example, Visible or Hidden.
      4. Enter a hard-coded value in the Value for the selected data type or provide a value using a variable by clicking the (x) box.
      5. Click Add attribute to add any additional attributes.
    10. In the Annotation (optional) section, to add context, assumptions, or references for this step.
  3. Click Save.

Results

The Document Validation task is configured and saved in the process automation. When the process runs, the task routes the document to the assigned contributor for validation.