I have seen many requests to have variables that were hidden on the initial submission form visible on the Catalog Task record. These variables would only be mandatory upon Close, as well as only mandatory for those tasks that require it.

What needs to be done is to have the variable not visible on the form, but is visible on the Catalog Task. That variable only becomes mandatory for one particular task even though it may be visible on more than one task.

In order to make this solution more universal, this article will cover creating a sample Catalog Item with sample variables, a sample Catalog UI Policy, a sample workflow, a sample Business Rule, a sample UI Policy, and a sample UI Action

Catalog Item

Sample Request with Task Variables

Name: Sample Request with Task Variables

Workflow: REQ - Sample WF

Short description: Sample Request with Task Variables

Variables

s_form_var_01

Name: s_form_var_01

Type: Single Line Text

Order: 100

Question: Form Variable One

s_form_var_02

Name: s_form_var_02

Type: Single Line Text

Order: 110

Question: Form Variable Two

s_task_var_01

Name: s_task_var_01

Type: Single Line Text

Order: 800

Question: Task Variable One

s_task_var_02

Name: s_task_var_02

Type: Single Line Text

Order: 810

Question: Task Variable Two

s_task_var_03

Name: s_task_var_03

Type: Single Line Text

Order: 820

Question: Task Variable Three

Catalog UI Policies

In order to hide the task variables on the form as well as the Requested Item record, a Catalog UI Policy needs to be created:

Hide Task Variables

Order: 200

Applies on a Catalog Item view: true

Applies on Requested Items: true

Applies on Catalog Tasks: false

Short Description: Hide Task Variables

Catalog UI Policy Actions

s_task_var_01

Name: s_task_var_01

Mandatory: Leave alone

Visible: False

Read Only: Leave alone

s_task_var_02

Name: s_task_var_02

Mandatory: Leave alone

Visible: False

Read Only: Leave alone

s_task_var_03

Name: s_task_var_03

Mandatory: Leave alone

Visible: False

Read Only: Leave alone

Workflow

REQ - Sample WF

Name: REQ - Sample WF

Table: Requested Item [sc_req_item]

Workflow Actions

Within your workflow, create three Catalog Tasks:

Task One

Name: Task One

Wait for completion: true

Fulfillment group: Service Desk

Short Description: This is Task One

Variables on Task Form:

s_task_var_01

s_task_var_02

Task Two

Name: Task Two

Wait for completion: true

Fulfillment group: Service Desk

Short Description: This is Task Two

Variables on Task Form:

s_task_var_02

s_task_var_03

Task Three

Name: Task Three

Wait for completion: true

Fulfillment group: Service Desk

Short Description: This is Task Three

Variables on Task Form:

s_task_var_01

s_task_var_02

s_task_var_03

Business Rules

What this business rule does is find the name of the workflow activity and store it in the g_scratchpad object. This can then be used to determine which Catalog task the UI Policy is running against.

Set g_scratchpad for sc_task

Name: Set g_scratchpad for sc_task

Table: Catalog Task [sc_task]

Order: 100

When: display

Condition:

Script:

(function executeRule(current, previous /*null when async*/) {
       g_scratchpad.wf_activity = current.wf_activity.getDisplayValue();
})(current, previous);

UI Policies

This is a UI Policy, not a Catalog UI Policy. The reason for this is because the conditions are triggered from the Catalog Task.

Make Variables Mandatory on Close

Table: Catalog Task [sc_task]

Reverse if false: true

Order: 300

Global: true

Run scripts: true

Short description: Make Variables Mandatory on Close

Conditions:

State | is | Closed Complete

Execute if True: true

function onCondition() {
    if (g_scratchpad.wf_activity == 'Task One') {
        g_form.setMandatory('variables.s_task_var_01', true);
    }
    if (g_scratchpad.wf_activity == 'Task Two') {
        g_form.setMandatory('variables.s_task_var_02', true);
    }
    if (g_scratchpad.wf_activity == 'Task Three') {
        g_form.setMandatory('variables.s_task_var_03', true);
    }
}

Execute if False:

function onCondition() {
    g_form.setMandatory('variables.s_task_var_01', false);
    g_form.setMandatory('variables.s_task_var_02', false);
    g_form.setMandatory('variables.s_task_var_03', false);
}

UI Actions

Because the user may use the Close Task button instead of changing the state, you need to put the check into the UI Action

Close Task

Name: Close Task

Table: Catalog Task [sc_task]

Order: 100

Action name: close_task

Client: true

Onclick: closeTaskCheck();

Script:

function closeTaskCheck() {
    if (g_scratchpad.wf_activity == 'Task One') {
        g_form.setMandatory('variables.s_task_var_01', true);
    }
    if (g_scratchpad.wf_activity == 'Task Two') {
        g_form.setMandatory('variables.s_task_var_02', true);
    }
    if (g_scratchpad.wf_activity == 'Task Three') {
        g_form.setMandatory('variables.s_task_var_03', true);
    }
    gsftSubmit(null, g_form.getFormElement(), 'close_task');
}
if (typeof window == 'undefined') serverCloseTask();

function serverCloseTask() {
    current.state = 3;
    current.update();
}