Microsoft Office Tutorials and References
In Depth Information
The settings to specify what happens when the workflow is initiated are in the second
section of this page (Figure 7.9). This section lets you specify what data is used for the
new task item’s fields as well as the email details that will be sent to the task assignee.
Specifying what
you want to
happen when a
workflow is initiated
9. The default value for the Title field of the task item generated from an issue is that issue’s
ID number. Change that value to Title, because the issue title is much more descriptive
than its ID field.
10. The Task Description can be derived from the Description field of the issue, and the
Due Date will come from the issue’s Due Date field. The new task assignment can be set
from the value in the issue’s Assign To field, or you can specify someone explicitly in the
Custom area. My example uses the Assign To field value.
11. Finally in this section, the workflow gives you the option to send an email to the assignee
to let them know they have a new task. You can specify to whom the email is sent or
allow it to default to the assignee, and you can enter an email subject or use the task title
in the email (rather than the default of the item ID, which isn’t very descriptive). You can
even customize the body of the message if you’d like, but make certain a link to the task
is included for the recipient’s convenience. For this example, we’ll use all of the defaults
but set the title to be included instead of ID.
In the third section of the Customize Workflow page, you decide what to do when the
issue is Resolved (which is considered the middle state of the workflow). This step
creates a new task for the assignee to review the task they were originally assigned, to be
sure it can be closed. When that task is completed, the original Issue Status field value is
changed to Closed.
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