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Human task

When your workflow requires a user to complete a manual activity, use a Human Task node. The Human Task will be added to the assignee’s Activity List. Once a Human Task is assigned, the workflow will wait for the completion of the task before continuing.

Human Task

Reference

  • Language. Select a language to provide a translated display name that is visible within the workflow. The language seletion will also display the translations that have been provided on Outcomes and Capture Task Fields. Translations are not available for the task title or task details.

  • Display. The display name for the human task node in the Workflow Designer. The default value is set to Human Task. This name does not appear on the assigned activity.

    Tip

    The Human Task node can be easily identified from other nodes in the workflow designer as a gray rectangle.

    Human Task Node

Task Settings

  • Title. This appears as the title of the task.
  • Category. This appears on the task.
  • Priority. Set a priority to indicate the priority of the task.

Owner

The owner is typically a person who is overseeing the tasks. This could be the manager of the assignee or a team leader. An owner can see the task on the My Activities view to oversee all of the assigned tasks.

Tip

If the owner field is left blank, a system account is automatically assigned as the owner. While this field is not mandatory, it is recommended that an owner be added.

The owner can receive task reminders and completion notifications, but most importantly, they can reassign the task to another assignee if required.

  • User. Pick from a list of coworkers.
  • Variable. Using the Variable Picker, you can see a list of possible variables that have been provided by previous nodes in the workflow. If the owner can be determined from information held in the entity that the workflow is running against, using a variable is the recommended way to assign a owner to a task. Providing specific user names for the owner requires workflows to be modified if the user is no longer available.

Task Assignment

The assignees of a task are those who will be completing the task. Use the dropdowns to make a selection to assign the human task:

  • Assign to Role. This is populated from the default roles and any custom roles defined on your instance. Any users who are assigned the role will receive the human task and any notifications.
  • Assign to Team. This is populated from the default teams and any custom teams defined on your instance. Any users who are associated to the team will receive the human task and any notifications.
  • Assign to User. Begin typing to select an individual.
  • Assign to Variable. Use the Variable Picker. If the assignee can be determined from information held in the entity that the workflow is running against, using a variable is the recommended way to assign a task. Providing specific user names for the assignee requires workflows to be modified if the user is no longer available for assignment.

Tip

Both the owner and assignee of a task must have a platform subscription. Tasks can not be assigned to basic users.

Lifespan Settings

You can set a start date, due date, and expiry date for the task based on either a predefined value or a date variable.

  • Start. When the assignee needs to start the task.
  • Due. When the assignee needs to complete the task.
  • Expires After.. If the task has not been completed before the expiry time, the outcome of the task will be set to Expired and the task canceled. A Decision node will commonly follow a task that has an expiry outcome set, allowing branching based on the task expiring rather than an outcome being selected.

Configure each of these settings to your chosen number of days, hours, and minutes after the creation of the task. Or, you can base the lifespan on a date variable that contains a specific date.

Tip

Variables used for lifespan settings must be in the ISO date/time format, for example 2021-11-26T11:30:00.000Z. Values from a date/time picker will be in this format, but values from a date picker will not.

Task Details

Define the details for the human task. This can be a combination of text and, if required, variables from the parent request.

The task details can comprise a summary, description fields, custom fields, or even answers to Intelligent Capture questions. See more about inserting variables.

Using checklists

You can add to-do items in checklists for a task.

To add a checklist to a human task:

  1. In the Task Options section, click Manage Checklist and then Add Group.
  2. Give the checklist group a name.
  3. Click the + button to add one or more checklist items.
  4. (Optional) Use the arrows to re-order the checklist items in the checklist group.
  5. (Optional) To remove checklist items or the checklist group, click Delete (the trash can icon).
  6. (Optional) Use Add Group to add subsequent checklist groups to the same task.
  7. (Optional) Use the arrows to re-order the checklist groups on the task.
  8. When finished, click Apply to add the checklist group or groups to the task.

To edit or delete checklists:
Click Manage Checklist to edit or delete the checklists associated to the task.

About the task-progress percentage

When a user marks a checklist item as complete on a task, the % progression through the checklist items will be indicated on the task.

Task Progression

To prevent the completion of the task while one or more outstanding checklist items remain:

  1. In the Task Options section, select Do not allow completion unless checklist is 100% complete.

Task Options

  • Do not allow completion unless checklist is 100% complete. This option becomes available if one or more checklists have been added to the task (using the Manage Checklist button). Select this option to make the task unable to be completed while there are outstanding checklist items.
  • Hide the completion reason field when completing the task. Select this to set whether the Reason field is required or hidden when the completion of the task happens.
  • Show the time spent field when completing the task. Select this to set whether the Time Spent field is hidden or shown to the user completing the task.
  • Time spent is mandatory for completion. This option becomes available if the above option is selected. Set the default time spent.

Outcomes

Configure the possible outcome options available for the user to choose when completing the human task. By default, two are provided: Completed and Not Completed. Use the Add New button to configure other possible outcomes. See Using outcomes.

Capture Task Fields

When a user is completing a Human Task, one or more capture task fields can be used to prompt for additional information. This information is stored as part of the completion information for the task.

Capture Task Fields

Adding capture fields to tasks

  1. In the Capture Task Fields section, click Add Field.
  2. In the Edit Field Settings dialog, configure the following fields:
    • Field Properties. Provide a title for the field, add a custom field ID, or leave the default.
    • Default Flags. Configure whether the field is mandatory, visible on the form, in read-only view, and so on.
    • Field Type Settings. Configure the type of capture you wish to use — single, multi-line, static or dynamic dropdown, checkbox, radio button, label, and so on. Provide the context-based attributes as required.
  3. Click Apply Settings to add the capture field to the task.

Using outcomes

You can create new options for the outcomes available to be selected. You can edit outcome settings (including adding fields), and you can delete outcomes.

You can also use outcomes and/or outcome-capture fields to branch in the workflow.

Adding outcomes

To add a new outcome:

  1. In the Outcomes section, click Add New.
  2. Define the outcome value, a display name, and if the user completing the task is required to provide a reason when selecting this specific outcome.
  3. (Optional) Provide a display color for the button.
  4. (Optional) Make the outcome available in multiple languages.
  5. Click Apply Settings.

Adding capture fields to outcomes

  1. Get to the Edit Outcome Settings dialog by either clicking Edit (the pencil icon) on an existing outcome or by adding a new outcome (using the Add New button).
  2. In the Capture Outcome Fields section, click Add Field.
  3. Configure the following fields:
    • Field Properties. Provide a title for the field, add a custom field ID, or leave the default.
    • Default Flags. Configure whether the field is mandatory, visible on the form, in read-only view, and so on.
    • Field Type Settings. Configure the type of capture you wish to use — single, multi-line, static or dynamic dropdown, checkbox, radio button, label, and so on. Provide the context-based attributes as required.
  4. Click Apply Settings to add the capture field to this specific outcome.
  5. (Optional) Use the Translate For option to define different language versions of the capture field, which will be displayed to a user based on the language set in their profile.
  6. Repeat the process for any additional capture fields that are required for the task.

Editing and deleting outcomes

To edit or delete outcomes:

  1. In the Outcomes section, use the Edit button (the pencil icon) or the Delete button (the trash can).
  2. (Optional) Use the up and down arrows to reorder the outcomes.

Using outcomes to branch

To use outcomes and/or outcome-capture fields to branch in the workflow:

  1. If you need different behavior in your workflow depending on the outcome of the human task or based on answers to capture fields tied to a chosen outcome, use a Decision node directly after the Human Task node.
  2. Use the outcomes defined in the task as the branch options for the decision.

Setting capture fields per outcome

You can configure capture fields that are tied to the selection of an outcome on a task, and that will only be presented and visible once a specific outcome has been chosen.

Tip

You can use both task-capture fields and outcome-capture fields on the same task, but make sure to check that none of the capture fields are using the same field ID.

Using the answers from task-capture fields

Once a task has been completed and any task-capture fields completed, the answers from these fields are available to be used elsewhere in the lifecycle of the workflow.

  • You can branch and make decisions on the answers using the Custom Expression builder. Select the relevant task and capture field to evaluate.
  • You can inject the answers from task-capture fields into request fields or other tasks. Use the variable picker in a node following the task, but make sure it is in the same stage of the workflow.
  • The task-capture field answers will be written to the timeline of the entity the task has been completed against.

Set Stage Checkpoints

Use the Add button to configure any stage checkpoints you want to be set on completion of the task.

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