Can a workflow create a task from a catalog item that has mandatory fields?

[jubael]

Let us say we have two catalog items. One is a Purchase Request Process, and has mandatory fields. The other is PC Request Process, and it only has two fields, one of which is a multi-line text field for a description of work.

In my Developer environment, I have only:

Where the step 2 is calling the Catalog Item that has mandatory fields, and I'm using all the fields.

This simply created a task with the Trigger Task Variables:

I've been able to create catalog tasks, whereby I populate the system fields, but the variable sets, for the questions related to the called catalog item, I can't understand how to populate manually or bring over, nor was I able to present the form.

 

I want the requestor to fill out a simple form, and then I want staff to be presented with the purchase request form at the step after the requestor has completed the two-question catalog form. Is this possible?

[dgarad]

Hi @jubael 

  You can use Get Catalog Variables action.

[Shubham_Jain]

1. The requestor fills out a simple form (e.g., a Record Producer or a minimal catalog item).

2. A workflow creates a new catalog item request (Purchase Request Process) and assigns it to staff.

3. The staff sees the full Purchase Request Form with all required fields at their step in the process.

Solution Approach

Step 1: Create a Simple Form (Initial Request)

- Use a Record Producer or a simple catalog item with two fields (e.g., a short description and a multi-line text field).

- This creates an RITM (Requested Item) in the sc_req_item table.

Step 2: Use a Workflow or Flow Designer to Trigger the Full Purchase Request

Once the simple form is submitted:

-Create a new Catalog Item request (Purchase Request Process) from within the workflow.

-Pass over the relevant values from the simple form.

Implementation in Workflow (Using Flow Designer)

1. Trigger: When the simple catalog item (PC Request Process) is submitted.

2. Action: Create Catalog Task or Order a New Catalog Item

- Use Flow Designer

- Create Catalog Task or Order Catalog Item

action to generate a new request for the Purchase Request Process.

- Populate required fields dynamically using data pills from the simple form.

3. Assign to the staff who should complete the full form (can be done via assignment rules or Flow Designer logic).

see if this helps 

[jubael]

Thank you for your thought out response. I believe I have done all of the things you've suggested already.

As a person new to the platform, I had expected that when the staff chose the task, they would be shown the form, and they are not shown the form. They are shown the task in the original question. If staff are interacting with the "Catalog Task" list and choosing the task from that list, will they be presented the form?

Thank you for your time and patience.

[Ankur Bawiskar]

@jubael 

Sorry didn't get your requirement.

Your user will submit 1st catalog item and you will create 1 catalog task for that

what after that?

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