Task template fields

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Task template fields

    Task templates in Journey Accelerator allow you to define reusable tasks with specific properties to streamline task management within plans. By configuring task template fields, you establish how tasks behave, who they are assigned to, and when they trigger relative to plan dates.

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    Key fields and their functions

    • Name: Descriptive identifier for the task activity.
    • Table: Select the Task [snjatask] table to access and manage task template fields.
    • Template fields: Define task-level properties such as mandatory status (required or optional) and editability (whether users can change fields).
    • Type: Choose between Regular (standard to-do) or Calendar (linked to Microsoft Office 365 events) task types.
    • Active: Enables availability of the template for managers; only active tasks can be used in plans.
    • Task short description: Brief summary displayed to users in Journey Accelerator plans.
    • Task description: Provides detailed information about the task.
    • Parent plan table: Links the task to the Journey Accelerator Plan [snjaplan] table, enabling plan-related field access.
    • Assign to source: Specifies the user role assigned to the task (Employee, Manager, Mentor). Initially, the first mentor receives the assignment, with managers able to reassign later.
    • Relative due date trigger and scheduling conditions: Define when tasks are assigned relative to the plan’s publish date using these settings:
      • Relative due date trigger: Use the ‘Start on’ condition (default and recommended).
      • Date offset type: Use ‘After’ (default and recommended) to specify time after the trigger date.
      • Number of offset days: Specify the delay in days (hours should be zero). For example, setting 5 days triggers the task 5 days after the plan start date.

    Practical implications for ServiceNow customers

    By correctly configuring task template fields, you can:

    • Create consistent, reusable tasks that fit your organizational processes.
    • Control task visibility and user interaction through mandatory and editable settings.
    • Assign tasks automatically to appropriate roles with flexibility for reassignment by managers.
    • Schedule task assignments precisely relative to plan milestones, ensuring timely execution.

    This structured approach enhances task management efficiency within Journey Accelerator plans, improving workflow consistency and accountability.

    To make a task template, fill in the task template fields.

    Table 1. Task template fields and descriptions
    Field Description
    Name Descriptive name for the activity that is associated with the task.
    Table Table that is used to track tasks and fields. Select the Task [sn_ja_task] table to enable access to the template fields.
    Template

    Template fields that appear only when a table is selected. Template fields are tracked in the Journey Accelerator Task [sn_ja_task] table.

    The following settings apply to the overall properties of the task:
    • Mandatory: Set to true to make the task required. Set to false to make the task optional.
    • Editable: Set to true to enable users to modify task fields. Set to false so that users can't modify certain fields in the task.
      Note:
      When editable = false, the following occurs:
      • The plan creator can't change the To-do name, To-do description, or This to-do is optional fields.
      • Users can't delete the to-do task from a plan.
    • Type
      • Regular: Standard to-do task template.
      • Calendar: Schedulable task. Creates to-do task linked to Microsoft Office 365 calendar event.
    Active Option that enables the task template when selected. Only active tasks are available for managers to use.
    Task short description Brief description of the task. This text appears to users from the Journey Accelerator plan. This field appears in the Short description field when you are managing tasks in stages.
    Task description Detailed description of the task.
    Parent plan table Higher-level table that associates an entry in the Journey Accelerator Task [sn_ja_task] with the table that tracks plans, Journey Accelerator Plan [sn_ja_plan]. Selecting the Journey Accelerator enables access to the plan-related fields.
    Assign to source User who is assigned the task:
    • Employee
    • Manager
    • Mentor
      Note:
      Initially, only the first mentor is assigned with to-do tasks in the list with multiple entries. Managers can reassign the to-do tasks to other mentors after the plan is created.
    Relative due date trigger Condition that is used to trigger when a task is assigned based on the publish date of the plan. This condition is evaluated with Date offset type and Date offset type.
    • Created
    • End on
    • Start on
    • Updated
    Note:
    Only use the Start on condition. Start on is selected by default.
    Date offset type Condition that is used to trigger when a task is assigned. This condition is evaluated with Relative due date trigger and Number of offset days.
    • On
    • After
    Note:
    The After condition is the default selection. We recommend that you use only the After condition.
    Number of offset days Condition that is used to trigger when a task is assigned. This condition is evaluated with Relative due date trigger and Date offset type.
    • Days
    • Hours
    Note:
    Only specify days, and keep hours set at 0 (zero).

    For example: If the Relative Due Date Trigger = Start On, Date Offset type = After, and Number of offset days = 5 days, the task is configured to trigger 5 days after the publish date of the plan.