Specifying dynamic values for automatic actions

Generally, when you reach a manual action within the process, a window appears enabling you to specify the required information for that action. When you reach an automatic action, although a window still exists, it does not appear to the user. For example, you may not need a window to appear for an authorization, but you may want to record data such as the name of the person who authorized the process. This information can be automatically entered into the window, which you can then view at a later stage if required.

You can define static or dynamic data for an automatic action: for static information you specify a specific value, such as an assignment to the SA user at a particular stage or a set piece of text as the title; for dynamic information you specify a value that is determined at runtime, such as assigning to the current user, or using the title of the process as the title of the task.

You can specify dynamic values for Assignments and Automatic Actions.

There are several types of dynamic value you can use, which are covered separately:

If you use a Value Type to populate a field, you can use no other text in that field – applying a Value Type to a field removes all other content in the field.

Mandatory fields on windows for automatic actions

Unlike with manual actions, you often have to complete the mandatory fields on the window that is associated with an automatic action. You must complete mandatory fields on the window when the window is used for an automatic action on a non-lifecycle object. For example, if you use Add Note as an automatic action, you will need to specify the mandatory Title. However, if you use Create Change as an automatic action, you will not need to specify the mandatory fields, because Change is a lifecycle object.

There are two other exceptions when you do not need to complete mandatory fields for automatic actions: