Task template fields

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Task Template Fields

    Task templates in Journey Accelerator define the structure and behavior of tasks within a plan. By configuring task template fields, ServiceNow customers can create standardized tasks that guide users through activities with clear instructions, deadlines, and assignment rules.

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    Key Features

    • Name: Assign a descriptive name to identify the task activity.
    • Table: Select the Task [snjatask] table to enable access to task template fields and ensure tasks are tracked properly.
    • Template Fields: Configure overall task properties such as:
      • Mandatory: Define if the task is required (true) or optional (false).
      • Editable: Control whether users can modify task fields. When set to false, certain fields cannot be changed, and the task cannot be deleted from the plan.
      • Type: Choose between Regular (standard to-do) or Calendar (linked to Microsoft Office 365 calendar events) tasks.
      • Active: Enable the task template for managers to include in plans.
    • Task Descriptions: Provide brief and detailed descriptions to communicate the purpose and instructions of the task to users within the Journey Accelerator plan.
    • Parent Plan Table: Link the task to the Journey Accelerator Plan [snjaplan] table, associating tasks with their respective plans.
    • Assign to Source: Define the initial assignee of the task – Employee, Manager, or Mentor. Note that the first mentor in a list is assigned by default, but managers can reassign tasks after plan creation.
    • Relative Due Date Trigger and Scheduling: Configure when tasks are assigned relative to the plan’s publish date using these fields:
      • Relative Due Date Trigger: Use the "Start on" condition to specify the reference date.
      • Date Offset Type: Use "After" (recommended) to determine the assignment timing relative to the trigger date.
      • Number of Offset Days: Specify the number of days (hours should remain at zero) after the trigger date when the task should be assigned. For example, setting this to 5 days assigns the task five days after the plan’s publish date.

    Practical Application

    By accurately filling out these fields, ServiceNow customers can create task templates that:

    • Ensure tasks are clearly defined and appropriately assigned within Journey Accelerator plans.
    • Control task visibility, editability, and scheduling to align with business processes.
    • Integrate with Microsoft Office 365 calendars when tasks require scheduling.
    • Automate task assignments based on plan timelines, improving plan execution and user 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.