The Title is important for distinguishing between Processes. If the subject line is set appropriately you can easily see what has been requested and which Task was assigned just by looking at the Task assignment notification.

One idea for setting an appropriate title is for it to be automatically set on the Workflow App. By using Data Items to express what the Process is handling within the subject line, you can set an easy-to-understand title without requiring the User to enter it manually.

  • The content you want will always be included!
  • The format will always be correct!

For example, if you embed the item’s title in a “request to purchase goods” Process and embed a theme in a request to create a blog article, the operator can easily understand the details of the Task. And if you have the subject line format in place it can be a great help if you want to search for a specific Process.

In this tutorial a Service Task (Data Assignment) is used to automatically arrange the Process Title into the following format.

Workflow diagram

Create a new App and draw the following workflow diagram.

The Service Task (Data Assignment) object is found in the palette labelled Auto-processing Task

Service Task (Data Assignment) is an object for manipulating Data Item values, which you can use to match the subject line to the format given above. It accepts the input of Date and Datetime-type Data Items (for example, the date when expenses were advanced) in the Start Task, and after the operation it displays the Title in the Confirmation task.

Data Item Settings

Prepare the following Data Items.

Item nameData typeField nameRemarks
SubjectString-type / single line
DateDate-type / year / month / dayq_date

Set the data editing permissions as follows:

SubjectOnly display Only display
DateEditable No display

Service Task (Data Assignment) Settings

Service Task (Data Assignment) is an object that saves a value or expression in a specified Data Item. Set the properties as follows:

Since we are manipulating the title string this time, select the Title Data Item as the set value. In the text box enter an expression that represents the format given above.

[Test]#{processInstanceInitQuserName} - #{#format(#q_date,'yyyy/MM')}

Since the Service Task (Data Assignment) supports data embedding, use the “Insert reference” menu as appropriate. The Date Data Item must be formatted and saved in the format yyyy/MM (example: 2020/04) using the format function in the Data Item settings.

For details on the Service Task (Data Assignment) and assignment expression formats, consult the following reference pages.

That’s all for the App settings. When you exit editing release and check the operation; the Title should be set automatically. (Look at the figures below)

Automatically Set the Title Using the Initial Value

There is also a method of automatically setting the title using the Initial Value field in the Title Data Item without using the Service Task (Data Assignment). Since it is not necessary to place a Service Task in the Workflow diagram it can be simpler to set up. However, because it is based on the Initial Value it’s not able to work flexibly, such as reflecting input from the User in the Title or changing the Title according to the conditions in the process.

For example, if you want to embed “Process Start Date / Time” instead of a Date-type Data Item, set the following value as the Initial Value, then [Test] {Process Start User} – {year/month of Process Start Time } can automatically be set as the title.

[Test]#{processInstanceInitQuserName} – #{#format(processInstanceStartDatetime, 'yyyy/MM')}

Please refer to this tutorial and implement various formats to suit your App!

3 thoughts on “Let’s Set the Title Automatically”

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