Flow designer

[Pratiksha KC]

We have a variable named as - "How many tasks required" - Options will be - 

1. One task

2. Two tasks

3. Three tasks 

Depending of fulfiller's selection tasks are generating

Now the requirement is -  (We are not sure how many tasks are going to select by fulfiller)

Condition First - If any one task is in closed incomplete state and others are closed complete or closed skipped than, state of RITM should state as "closed Incomplete"

Condition Second- If any one task is in closed complete and others are in closed skipped than, state of RITM should be state as "Closed Complete"

Condition Third- If all tasks are in closed skipped than state of RITM should state as "Closed Skipped"

How can we achieve this using flow designer. 

[Prinssi · Accepted solution]

Hello @Pratiksha KC ,

Here's a sequence to consider, assuming that all tasks are created in parallel:

1. Create a new flow with a trigger condition of SCTASK is updated with the conditions:
   
   • Active changes to false AND
   • Item is your catalog item for the request
2. Create four integer Flow Variables:
   1. incomplete_state
   2. complete_state
   3. skipped_state
   4. open_tasks
3. In the first step, use Set Flow Variables to set the Data value for all four Flow Variables to 0
4. Then, use the Look up records action with the conditions of:
   • Item is your catalog item
   • RITM is the parent RITM of the current SCTASK record
5. Next, use the For Each action and drag set the Items as the records that were looked up in the previous step
6. In the For Each action branch, create the following logic:
   • If state == closed_incomplete
     • Set the flow variable value of incomplete_state to increment up by 1
   • Else if state == closed_complete
     • Set the flow variable value of complete_state to increment up by 1
   • Else if state == closed_skipped
     • Set the flow variable value of skipped_state to increment up by 1
   • Else
     • Set the flow variable value of open_tasks to increment up by 1
   • Note: To increment the flow variables, you will use the Set Flow Variables action.
     • Choose the applicable flow variable from the dropdown
     • Drag the data pill of the same flow variable to the new value section
     • Hover over the data pill you just added to show, and then select, the Transform Functions option
     • Under the Math transform section, select the Add option, and set the Number to 1
     • Click Apply
     • See example image below
7. After the For Each action (back on the main branch of the Flow), create the following logic:
   • If incomplete_state is greater than or equal to 1 AND open_tasks is 0
     • Update the RITM to closed_incomplete state
   • Else if complete_state is greater than or equal to 1 AND open_tasks is 0
     • Update the RITM to closed_complete state
   • Else if skipped_state is greater than or equal to 1 AND open_tasks is 0
     • Update the RITM to closed_skipped state
       
       
   • Note: I did not add an "Else" statement here, because if there are any open tasks, we don't want to take action on the RITM until the remaining tasks have been closed

One more consideration to add: You may want to create this as a Subflow if there is any chance that this logic is to be repeated on any other Flow. To do this, you would complete steps 2-7 in the Subflow record. The Subflow would have two inputs: an SCTASK record, and a Catalog Item record. Your Flow would still be set up as outlined in step 1, and then you would add the Subflow as your first step, and pass in the input values.

Image referenced in step 6:

[SumanthDosapati]

@Pratiksha KC 

Are those tasks triggered parallelly? or one after the other?

[Pratiksha KC]

@SumanthDosapati 

Parallelly 

If fulfiller is selecting two tasks or three tasks 

[kaushal_snow]

Hi @Pratiksha KC ,

To achieve this using Flow, first create a subflow that iterates through the associated catalog tasks (SCTASKs) of the RITM, counts the occurrences of each relevant state (Closed Complete, Closed Incomplete, Closed Skipped), and updates the RITM state based on the specified conditions. For example, if any SCTASK is in a "Closed Incomplete" state, set the RITM state to "Closed Incomplete". If any SCTASK is in "Closed Complete" and none are in "Closed Incomplete", set the RITM state to "Closed Complete". If all SCTASKs are in "Closed Skipped", set the RITM state to "Closed Skipped".

[Ankur Bawiskar]

@Pratiksha KC 

you can use after update business rule and update the RITM state

After Update: sc_task

Condition: State [Changes to] [Close Complete or Closed Incomplete or Close Skipped]

Script:

// Table: sc_task
// When: after update
// Condition: current.request_item.changes() -- or always if you want

(function executeRule(current, previous /*null when async*/) {
    var ritmID = current.request_item;
    if (!ritmID) return;

    // Query all tasks for this RITM
    var grTask = new GlideRecord('sc_task');
    grTask.addQuery('request_item', ritmID);
    grTask.query();

    var total = 0;
    var closedComplete = 0;
    var closedSkipped = 0;
    var closedIncomplete = 0;

    while (grTask.next()) {
        total++;
        switch (grTask.state.toString()) {
            case '3': // Closed Complete
                closedComplete++; break;
            case '7': // Closed Skipped
                closedSkipped++; break;
            case '4': // Closed Incomplete
                closedIncomplete++; break;
        }
    }

    var ritm = new GlideRecord('sc_req_item');
    if (ritm.get(ritmID)) {
        var newState = null;

        // --- Logic per your requirements ---
        // All Closed Skipped
        if (closedSkipped == total) {
            newState = 7; // Closed Skipped
        }
        // Any Closed Incomplete, and all others are Closed Skipped or Closed Complete
        else if (closedIncomplete > 0 && (closedIncomplete + closedComplete + closedSkipped) == total) {
            newState = 4; // Closed Incomplete
        }
        // Any Closed Complete, all others are Closed Skipped
        else if (closedComplete > 0 && (closedComplete + closedSkipped) == total) {
            newState = 3; // Closed Complete
        }

        // Update RITM state if needed
        if (newState && ritm.state != newState) {
            ritm.state = newState;
            ritm.update();
        }
    }
})(current, previous);

If my response helped please mark it correct and close the thread so that it benefits future readers.