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Human task

When your workflow involves a manual activity, use a Human Task node. The workflow will wait for a person assigned by name or role to update the activity with one of the expected outcomes.

You need to define the name and details of the activity, the role or individual assigned, and the expected outcomes. Optionally, you can include variables from the linked parent request that may assist in the completion of the task.

Reference

  • Language. You can define a human task in a single language or in multiple languages. For an additional language, you create a copy of the human task in any other languages enabled on your instance. This allows users working in different languages to receive the human task either in the default language or in the language defined in their profile.
  • Display. The display name for the human task node in the Workflow Designer. This name does not appear on the human task.

Task Settings

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

Owner

The owner can be notified about the task in reminders, and also has the ability to reassign the assignee if required. The owner can be either a named user or a variable.

  • User. Pick from a list of coworkers.
  • Variable. You can see a list of possible variables, such as request owner, if you precede the Human Task node with a Hornbill Automation node with the following settings (or any other node that outputs a user ID as a value):
    • Entity: Requests
    • Type: Get Request Information
    • Task: Request Details

Task Assignment

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 assigned the role will receive the human task and any notifications.
  • Assign to User. Begin typing to select an individual.
  • Assign to Variable. Use the Variable Picker.

Lifespan Settings

You can set a start date, due date, and expiry date for the task based on either a predefined value or a variable (e.g. respond by or fix by) from the parent request.

  • Start, Due, and Expires After. 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 variable such as log date, resolve by, or fix by. If using the variable option, you must precede the node with a Hornbill Automation node with these settings:
    • Entity: Request
    • Type: Get Request Information
    • Task: Request Details

About the Expires After setting

Expiry is a valid outcome for a human task, and setting a value here allows for — via a Decision node following the task — branching based on the task expiring rather than an outcome being selected.

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.

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 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

  • 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.

For more information, see Adding capture fields to tasks.

Set Stage Checkpoints

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

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.
  4. Repeat the process for any additional capture fields you need for the task.

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 into 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.

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.
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