Form Task

Add, copy, delete, change the color, align, and configure Form Task elements in your Process model.

Don't Know What a Form Task Element Is?

See Process Modeling Element Descriptions for a description of the Form Task element.

Add a Form Task Element to the Process Model

Permissions

Your user account or group membership must have the following permissions to configure a Form Task element in the Process model unless your user account has the Make this user a Super Admin setting selected:

• Processes: Edit Processes

• Processes: View Processes

See the Process permissions or ask your Administrator for assistance.

Add a Form Task element from one of the following locations in Process Modeler:

• Object Panel: Located to the left of the Process Modeler canvas, the Object Panel contains various process model objects.

• Object Bar: Located at the bottom of the Process Modeler canvas, the Object Bar contains pinned Process model objects for quick access.

Add from the Object panel

Follow these steps to add a Form Task element from the Object panel to the Process model:

2. Click the Task object category from one of the following sections:

   • Pinned Objects: The Task object appears in the Pinned Objects section when it is pinned.
3. Click the location in the Process model to place this element. Follow these guidelines when placing this element:

   • Optionally place this element between two existing Process model objects already connected with a Sequence Flow element. See Place an object between two connected objects.

Add from the Object bar

Follow these steps to add a Form Task element from the Object bar to the Process model:

1. Ensure that the object is pinned to the Object bar. If not, pin it.

2. In the Object bar at the bottom center, click the object's icon. This object's icon displays adjacent to the mouse icon to indicate this Task may be placed into the Process model.

3. Click the location in the Process model to place this element. Follow these guidelines when placing this element:

   • Optionally place this element between two existing Process model objects already connected with a Sequence Flow element. Process Modeler automatically places this element between the existing objects and adds a new Sequence Flow element following the new element. The existing Sequence Flow element precedes the new element. If necessary, configure the Sequence Flow element following the newly placed element.

Add boundary events

After adding the Object Element, consider adding the following Boundary-type Process model elements to design business solutions when your best-case scenarios don't happen:

• Boundary Timer Event element

• Boundary Error Event element

• Boundary Signal Event element

• Boundary Conditional Event element

• Boundary Message Event element

• Connect two objects with a Sequence Flow.

• Insert an object in an already connected Sequence Flow.

• Move an object.

• Customize the appearance of an object.

• Copy objects to the clipboard.

• Clone objects.

• Delete objects.

Replace a Form Task with a Different Task Type

After a Form Task is added to a Process model, you may replace it with a different Task type or a Sub Process:

• Manual Task object

• Script Task object

• Sub Process object

Follow these steps to replace a Form Task with a different object

1. Select the Form Type object. Available options display above the selected object.

4. Click Confirm. The new object replaces the Form Task object with its default settings and color.

Preview the Screen for the Task

After a Form Task is added to a Process model and a Screen is selected for the Task, you may preview the associated Screen, which allows you to interact with and verify the Screen content without leaving the Modeler.

The following message displays if you try to preview a task with no associated screens.

Follow these steps to preview the Screen for a Form Task object:

1. Select the Form Task. Available options display above the selected object.

3. In the Preview window, you can do the following:

Settings

The Form Task object has the following configurations:

• Configuration panel

  • Edit the object name

  • Select the object destination

  • Select the screen for the task

  • Specify when the Task is due

  • Display the next assigned Task to the Task assignee

  • Add a placeholder image for the Slideshow Mode

• Loop Characteristics panel

  • Specify characteristics to perform multiple instances of the Task

• Documentation panel

  • Edit the object's description displayed in Process documentation

• Assignment Rules panel

  • Select the Task recipient

  • Assign the Task using rules

  • Specify Task reassignment options

• Notifications panel

  • Set Task notifications

• Email Notifications panel

  • Notifications

  • Actions By Email

• Web Entry panel

  • Select Configuration options for Web Entry

• Vocabularies panel

  • Assign Vocabularies

• Advanced panel

  • Edit the node's identifier value

Configuration Panel Settings

The Form Task has multiple settings in the Configuration panel:

Edit the Object Name

An name is a human-readable reference for a Process object. The Modeler automatically assigns a name to each object which can be changed later.

Follow these steps to edit the name for a Form Task:

1. Select the Form Task object from the Process model.

3. In the Name setting, edit the selected element's name and then press Enter.

Select the Task Destination

Specify the destination to which users are redirected after completing a task. By default, users return to their original access point, such as a task list, dashboard, or previous page. You can override this behavior to redirect users to locations such as the process LaunchPad, a specific dashboard, or an external URL.

Follow these steps to select a object destination:

1. Select the Form Task object from the Process model.

4. Select one of the the following options. Selecting a destination element other than Task Source will render the Display Next Assigned Task to the Task Assignee feature unusable since the element will have an alternate destination.

   • Task Source (Default): This option redirects the user to the original access point where the task started.

   • Task List: This option redirects the user to the Task list.

   • Process Launchpad: This option redirects the user to the Process Launchpad.

   • Welcome Screen: This option redirects the user to the Participant Welcome Screen.

Task Destination is applicable whether the user is completing the task while logged into ProcessMaker or as an anonymous user through a web entry.

Select the Screen for the Task

Since Form Tasks are designed to collect or display Request information, a screen must be associated with them.

Follow these steps to select a Screen for a Form Task element:

1. Select the Form Task object from the Process model.

3. Expand the Configuration panel if it is not presently expanded, and then locate the Screen For Input setting. This is a required setting.
4. Do one of the following:

   • From the Screen For Input drop-down menu, select one of the available screens.

   • To create a new Screen, click the Create a new screen link. A new browser window opens to create a new Screen. After the Screen is created, it is automatically linked to the Form Task.

5. Optionally, click the Open Screen link to view and/or edit your Screen. Note that your user account must have appropriate Screen category permissions or be a Project member in which this Screen is an asset.

Warning: Ensure to select a Screen for each Form Task in your Process model. If a Screen is not specified and Requests are started for that Process, the following message will be displayed.

The placeholder Screen allows the Task assignee to continue the Request without causing it to pause indefinitely.

If no Screens exist, the Screen For Input drop-down menu contains no options.

Specify When the Task is Due

Configure when a task becomes due after it is assigned to a user. When set, the due date/time is displayed in the task list for each in-progress task. If a task becomes overdue, the task assignee is notified through an indicator in the task list.

Due dates can be set as a static number of hours during process design, or made dynamic by using variables in {{mustache_syntax}} for greater flexibility.

The task due date does not change in the following circumstances:

• Task is reassigned to another user: The original due time remains the same and now applies to the new assignee.

• An interrupting boundary-type event triggers: The event has its own due date, leaving the original task's due date unaffected. When an interrupting boundary-type event triggers, the workflow will route through the event, and the due date for any subsequent task will apply.

Notes:

• The default due time for a Form Task is 72 hours (three days).

• Specify the due time as total hours, including non-business hours, overnight, weekends, and holidays.

• A Self Service Task can become overdue even without an assignee. The due time starts when the task becomes active.

Follow these steps to specify when a Task is due:

1. Select the Form Task object from the Process model.

3. Expand the Properties panel, and then locate the Due In setting.
4. In the Due In setting, specify the total number of hours after which a task becomes due.

   • Enter the number of hours in the Due In setting and then press Enter.

   • Hover your cursor over the Due In setting, and then use the spin arrows to increase or decrease the total number of hours.

   • During a case, a numerical value must be assigned to this variable, indicating the number of hours after which the task will become overdue. For example, a value of 48 will mark the task as overdue after 2 days.

Display the Next Assigned Task to the Task Assignee

Use the Display the Next Assigned Task to the Task Assignee setting to automatically take the user to the next task if it is assigned to them. If this setting is not selected or the next task is assigned to a different user, then the To Do Tasks page displays after Task completion.

As part of this setting, an Interstitial Screen must be selected to display until the next task appears. An interstitial screen is a transitional display-type screen and shows until one of the following occurs:

• The next Task is assigned to the same user, at which time the new Task displays.

• The Request completes, at which time the Request summary displays.

• The user clicks a link to leave that page.

Warning: Interstitial Screen usage have the following limitations:

• Interstitial Screens inside of a child Process's Request only redirect to Tasks in that Request and its parent Request. However, if the Interstitial Screen is three or more levels removed from its source Request, Tasks are not redirected.

• An Interstitial Screen inside of a child Request that directly follows a Web Entry Start Event element can not redirect back to the parent Request. Instead the Interstitial Screen may only redirect to Tasks in the child Request.

Follow these steps to configure a Form Task to display an interstitial Screen while the next assigned Task displays to the Task assignee:

1. Select the Form Task object from the Process model.

5. From the Screen Interstitial drop-down menu, select which Display-type Screen to display after this Task completes. This is a required setting.

The Display the Next Assigned Task to the Task Assignee setting has two purposes depending on whether the Form Task element's Task uses a Conversational- or Form-type Screen.

Task Uses a Conversational-type Screen

Task Uses a Conversational-Type Screen

During an automated chat-style conversation with the Request participant using the Conversational Forms, link Conversational Screens together. For more information, see What is a Conversational Screen? Use the Display the Next Assigned Task to the Task Assignee setting to link Conversational Screens together while the Request resumes routing based on previous conversational responses by the participant. Multiple elements and connectors may perform automatic tasks after this Form Task element's Task and before the next Conversational Screen's Task triggers in that Request. However, the Request participant experiences a seamless conversation between the two Conversational Screens' Tasks while the interstitial Screen displays in the chat box. For example, use a Screen that uses an Image or Rich Text control that displays an animated GIF to imply that the other conversational participant is typing.

Non-assigned automated actions run as part of that Request while the interstitial Screen displays. When the Request assigns the next Task to that Task assignee, the new Task displays in the chat box as continued conversation in a seamless chat experience to the Request participant.

Task Uses a Form-type Screen

Task Uses a Form-Type Screen

• Tasks that use Form-type Screens: Display a message in the following circumstances:

  • Next Task is for the same Task recipient: Design a Screen that reads Loading your next Task while the Request routes to the next Form Task.

Use the Display the Next Assigned Task to the Task Assignee setting when you understand that this Task assignee will be assigned multiple Tasks during the same Request regardless of whomever that Task assignee is. This becomes convenient for that Task assignee to display the next Task immediately after submitting the current Task in that Request, especially if other elements and connectors are between Form Task and/or Manual Task elements so that Tasks are assigned quickly.

Add a Placeholder for the Slideshow Mode

The Slideshow Mode makes it easy for process designers to share the design of a process with all stakeholders, regardless of whether they have access to the ProcessMaker Platform. For more information on how to create slideshows for a process, see Slideshow Mode.

Follow these steps to add a placeholder image for the Slideshow Mode:

1. Select the Form Task object from the Process model.

3. From the Placeholder for Slideshow section, click on the +Drag or click here button to upload an image.
5. The uploaded image will be shown for this task the next time the slideshow is viewed.

Notes:

• Size of a placeholder image for slideshows must less than 2 MB.

• Image files with PNG, JPG, JPEG, and GIF extensions are supported.

Loop Activity Panel Settings

Specify Characteristics to Perform Multiple Instances of the Task

Use the Loop Activity panel settings to specify how to run multiple instances of this Task. The following loop modes are available for this Task:

No Loop Mode

Select the No Loop Mode option to perform this Task's function only once.

Follow these steps to specify characteristics to perform multiple instances of the Task:‌

1. Select the Task from the Process model. Panels to configure this element display.

2. Expand the Loop Activity panel. By default, the Loop Mode setting is set to No Loop Mode and the function is performed only once.

Loop

Select the Loop option to sequentially repeat this Task's function multiple times until an exit condition is True. This is useful when a function should be performed multiple times with the same set of data, such as, processing a credit card payment. This loop mode has the following characteristics:

• The Task's function is repeated until the exit condition is True or the maximum iterations limit is reached.

• At any given time, only one instance of the Task is active. The subsequent instance does not begin until the current instance completes.

• The same exit condition evaluates at the end of each instance; however, value(s) of the Request variable(s) used in the exit condition can change during an instance resulting in the exit condition to eventually evaluate as True.

• If any one instance of that function does not complete, workflow pauses.

• All active instances are terminated if an interrupting boundary-type event element triggers.

Follow these steps to specify characteristics to perform multiple instances of the Task:‌

1. Select the Task from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.

2. Expand the Loop Activity panel to display the Loop Mode Setting.

4. In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.

5. In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.

Multi-instance (Parallel)

Select the Multi-instance (Parallel) option to perform this Task's Task multiple times in parallel a fixed number of times. This is useful when performing any action in bulk, such as sending an email to several people. This loop mode has the following characteristics:

• Instances of the Task are governed by the size of an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this function that each contains data from its respective array index.

• All instances begin simultaneously when this Task triggers; however, they perform their function independently of each other.

• The function as a whole completes when all instances are complete.

• The output from each instance can either be saved in the source Request variable or a new array-type Request variable.

• All active instances terminate if an interrupting boundary-type event element triggers.

Follow these steps to specify characteristics to perform multiple instances of the Task:‌

1. Select the Task from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.

2. Expand the Loop Activity panel to display the Loop Mode Setting.

3. From the Loop Mode setting, select the Multi-instance (Parallel) option. The settings for this loop mode display:
4. In the Request Variable Array setting, enter the name of an array-type Request variable. The size of this array will determine how many times this loop iterates.

5. In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

Multi-instance (Sequential)

Select the Multi-instance (Sequential) option to perform this Task's function multiple times sequentially a fixed number of times or until an exit condition is True. This is useful when sequentially repeating a function multiple times but with a different set of data each time. This loop mode has the following characteristics:

• Instances of the function are governed by the size an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this function that each contains data from its respect array index.

• At any given time, only one instance of the function is active. The subsequent instance does not begin until the current instance completes.

• At the end of each instance an exit condition evaluates and the loop activity halts if the exit condition is True.

• The function as a whole completes when all instances are complete.

• The output from each instance can either be saved in the source Request variable or a new array-type Request variable.

• All active instances terminate if an interrupting boundary-type event element triggers.

Follow these steps to specify characteristics to perform multiple instances of the Task:‌

1. Select the Task from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.

2. Expand the Loop Activity panel to display the Loop Mode Setting.

3. From the Loop Mode setting, select the Multi-instance (Sequential) option. The settings for this loop mode display:
4. In the Request Variable Array setting, enter the name of an array-type Request variable. The size of this array will determine how many times this loop iterates.

5. In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.

6. In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

Documentation Panel Settings

Edit the Element's Description Displayed in Process Documentation

Describe the element's purpose and how it functions in the Process. This description does not affect Requests for the Process, but may be useful for Process model maintenance such as how the element is configured. Edit information by using the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor.

A Process's entered documentation displays by selecting the View Documentation icon for that Process.

Follow these steps to edit the description for an element:

1. Select the Form Task object from the Process model.

4. Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:

   • 1. Select the required text from the Rich Text control.

     3. In the URL setting, enter the destination URL.

     4. In the Text to display setting, edit or enter the text displayed in the Rich Text control.

     5. In the Title setting, enter the text to display when a user hovers over the displayed text.

     6. From Open link in… drop-down menu, select one of these options:

        • New window: Select this option to open the destination page in a new browser window.

        • Current window: Select this option to open the destination page in the current browser window.

   • 3. In the Source setting, enter a URL for the image.

     4. In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.

     5. In the Width setting, enter the maximum width for the image.

     6. In the Height setting, enter the maximum height for the image.

     8. Click Save.

   • Format text: Follow these guidelines to format text:

     • Headings: From the Paragraph/Formats menu, select Headings and then select a heading size.

     • Bold: Do one of the following:

       • From the Paragraph/Formats menu, select Inline and then Bold.

     • Italics: Do one of the following:

       • From the Paragraph/Formats menu, select Inline and then Italic.

     • Underline: From the Paragraph/Formats menu, select Inline and then Underline.

     • Strikethrough: From the Paragraph/Formats menu, select Inline and then Strikethrough.

     • Superscript: From the Paragraph/ Formats menu, select Inline and then Superscript.

     • Subscript: From the Paragraph/Formats menu, select Inline and then Subscript.

     • Code: From the Paragraph/Formats menu, select Inline and then Code.

     • Paragraph: From the Paragraph/Formats menu, select Blocks and then Paragraph.

     • Blockquote: From the Paragraph/Formats menu, select Blocks and then Blockquote.

     • Division: From the Paragraph/Formats menu, select Blocks and then Div.

     • Preformatted: From the Paragraph/Formats menu, select Blocks and then Pre.

     • • Select one of the color swatches from the color palette. The selected text changes to that color.
     • Align text: Follow these guidelines to align text:

       • Left align: Do one of the following:

         • From the Paragraph/Formats menu, select Align and then Left.

       • Center align: Do one of the following:

         • From the Paragraph/Formats menu, select Align and then Center.

       • Right align: Do one of the following:

         • From the Paragraph/Formats menu, select Align and then Right.

       • Justify: Do one of the following:

         • From the Paragraph/Formats menu, select Align and then Justify.

Assignment Rules Panel Settings

Specify whom to assign the Task or to use assignment rules to assign the Task.

Select to Whom to Assign the Task

Instead of specifying the Task's assignee using one or more rules, select to whom to assign a Task:

• Users and/or groups: Assign that Task randomly to one user from a specified set of users and/or group members. ProcessMaker Platform assigns the Task to one user randomly. If that Task is not configured to allow that Task assignee to reassign that Task, then that person must complete that Task.

• Previous Task assignee: Assign that Task to the previous Task assignee in that Request's workflow.

• Request starter: Assign that Task to the user that started the Request.

• Process variable: Assign the Task to a user or group based on the value of a Request variable.

• Process Manager: That Task assigns to the Process Manager of the Process when all other configured assignment conditions do not occur.

Optionally, affect how an assigned Task can route after the initial assignment:

• Self service: Use the self-service Task option to allow self-service Task assignment. Doing so allows any member in a specified group assigned that Task to self-assign the Task from a queue. Note that the self-service Task option is not available unless assigning a Task to a user, group, via a Request variable, or rule expression.

• Lock user assignment: Use the Lock User Assignment option to assign this Task to the same Task assignee if workflow in that Request returns to this Task. If the initial Task assignee was a member of a group, the Task is reassigned to the same group member. This option is useful if the initial Task assignee in the Request might need to provide clarification regarding information that Request participant initially submitted in that Task.

• Allow reassignment: Enable the Allow Reassignment option to allow the Task assignee to reassign the Task if necessary. When using the Allow Reassignment option, the Reassign button displays in the Task summary to allow that Task assignee to reassign that Task. See View a Task Summary.

• Allow manager escalation: Use the Allow Manager Escalation option to allow users to manually assign this Task to their manager. When this option is enabled, the Escalate to Manager button appears when viewing a Task's summary.

• Assign to manager: Use the Assign to Manager option to assign that Task to the manager of that assignee's manager. As part of the Advanced User, an Administrator can configure the manager for each user. The user account for that Task assignee must be configured from each user's account to route that Task to the assignee's manager.

If this Form Task element is configured to assign the Task to an anonymous person who started this Request via Web Entry, the settings described below are disabled because these Form Task element settings only configure which authenticated user(s) may assigned this Task. Therefore, to configure these settings, either disable Web Entry or select that authenticated users may start Requests from this element via Web Entry. See Web Entry Panel Settings.

To allow the same anonymous person who started that Request or which authenticated users may be assigned the Form Task element's Task via a published URL, do not configure those persons from the Assignment Rules panel. Configure those persons from the Web Entry panel.

Follow these steps to select to whom to assign the Task that is referenced in a Form Task element:

1. Select the Form Task object from the Process model.

3. Expand the Assignment Rules panel if it is not presently expanded. The Assignment Type setting displays. The Request Starter option is the default, thereby affecting options below it.
4. From the Assignment Type drop-down menu, select one of the following options:

   • From the Assigned Users/Groups drop-down menu, select one or more users and/or groups to assign this Task. The Task is assigned following this protocol:

     • One user: The Task is assigned to the selected user.

     • One or more users and/or group(s): The Task is assigned randomly to one of those users or group members. The exception is if the Self Service toggle key is enabled, then the Task remains unassigned, in a queue, for one of those users to self-assign from the Self Service Task page.

   • Previous Task Assignee: Select Previous Task Assignee to assign the Task to who was assigned the previous Task in this Request. The Self Service toggle key is not available since the Task has a specific assignee.

   • Request Starter: Select Request Starter to assign the Task to the Request starter. This is the default option. The Self Service toggle key is not available since the Task has a specific assignee.

   • Process Variable: Select Process Variable to assign the Task determined by the value of a Request variable. The entered Request variable(s) may be one or both of the following:

     • Variable Name (Users): In the Variable Name (Users) setting, enter the Request variable that contains the user ID(s) for one or more users who might be assigned this Task. If more than one user ID is included the Request variable's value, then the Task is assigned randomly to one of those users. The exception is if the Self Service toggle key is enabled, then the Task remains unassigned, in a queue, for one of those users to self-assign from the Self Service Task page.
   • Follow these steps to define an expression:

     1. In the FEEL Expression setting, enter or edit the expression that determines that Form Task element's Task assignee using the syntax components described in Expression Syntax Components, and then press Enter.

     2. From the Assign to User/Group drop-down menu, select the user or group to whom to assign that Task if the expression in the FEEL Expression setting evaluates as True.

     3. From the Default Assignment drop-down menu, select a user or group to assign that Task to if none of the expressions evaluate as True.

   • Process Manager: Select Process Manager to assign the Task to the Process Manager. Ensure to configure the Process Manager for this Process.

5. Enable the Self Service toggle key to allow self-service Task assignment. Doing so allows any member in a specified group assigned that Task to self-assign the Task from a queue. Note that the Self Service toggle key is not available unless the Users / Groups, Process Variable, or Rule Expression options are selected from the Assignment Type setting.

6. Enable the Assign to Manager toggle key to assign that Task to the manager of that assignee's manager. As part of the Advanced User, an Administrator can configure the manager for each user. The user account for that Task assignee must be configured from each user's account to route that Task to the assignee's manager.

8. Enable the Allow Reassignment toggle key to allow the Task assignee to reassign the Task if necessary. If the Allow Reassignment option is enabled, the Reassign button displays in the Task summary to allow that Task assignee to reassign that Task. See View a Task Summary.

9. Enable the Allow Manager Escalation toggle key to automatically reassign this Task to the Task assignee's manager. As part of the Advanced User, an Administrator can configure the manager for each user.

If you enable the Allow Reassignment option, ensure that this Task is assigned to more than one user or to a group. Otherwise, despite the availability of the Reassign button in the Task summary, that Task assignee has no users to which to reassign this Task unless that user started that Request.

If this Form Task element is configured to assign the Task to an anonymous person who started this Request via Web Entry, the settings described below are disabled because these Form Task element settings only configure which authenticated user(s) may assigned this Task. Therefore, to configure these settings, either disable Web Entry or select that authenticated users may start Requests from this element via Web Entry. See Web Entry Panel Settings.

Notifications Panel Settings

Set Task Notifications

Set email notifications for Tasks separately. Settings in the Notifications panel configure Task notifications only within the ProcessMaker Platform application.

Set when notifications regarding Tasks are sent to the following:

• Requester: Send notifications to the Request initiator (referred to as the Request starter) when the Task associated with this Form Task element is assigned and/or completed.

• Task assignee: Send notifications to Task assignees associated with this Form Task element when that Task is assigned and/or completed.

• Request participants: Send notifications to all Request participants of this Process when the Task associated with this Form ask element is assigned or completed.

• Process Manager: Send notifications to the Process Manager when the Task associated with this Form Task element is assigned or completed. Ensure to configure the Process Manager for this Process.

Follow these steps to set Task notifications in a Form Task element:

1. Select the Form Task object from the Process model.

3. Expand the Notifications panel if it is not presently expanded. Settings display to set Task notifications.
4. From the Requester settings, set Task notifications for the Request starter following these guidelines:

   • Enable the Assigned setting to notify the Request starter when the Task associated with this Form Task element is assigned. Otherwise, disable this setting to not send this notification.

   • Enable the Completed setting to notify the Request starter when the Task associated with this Form Task element is completed. Otherwise, disable this setting to not send this notification.

   • Enable the Due setting to notify the Request starter when the Task associated with this Form Task. Otherwise, disable this setting to not send this notification.

5. From the Assignee settings, set Task notifications for assignees of this Task element following these guidelines:

   • Enable the Assigned setting to notify Task assignees associated with this Form Task element when they are assigned this Task. Otherwise, disable this setting to not send this notification.

   • Enable the Completed setting to notify Task assignees associated with this Form Task element when they complete this Task. Otherwise, disable this setting to not send this notification.

   • Enable the Due setting to notify Task assignees associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.

6. From the Participants settings, set Task notifications to all Request participants of this Process following these guidelines:

   • Enable the Assigned setting to notify all Request participants of this Process when the Task associated with this Form Task element is assigned. Otherwise, disable this setting to not send this notification.

   • Enable the Completed setting to notify all Request participants of this Process when the Task associated with this Form Task element is completed. Otherwise, disable this setting to not send this notification.

   • Enable the Due setting to notify all Request participants of this Process when the Task associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.

   • Enable the Due setting to notify the Request starter when the Task associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.

7. From the Process Manager settings, set Task notifications for the Process Manager following these guidelines:

   • Enable the Assigned setting to notify the Process Manager when the Task associated with this Form Task element is assigned. Otherwise, disable this setting to not send this notification.

   • Enable the Completed setting to notify the Process Manager when the Task associated with this Form Task element is completed. Otherwise, disable this setting to not send this notification.

   • Enable the Due setting to notify the Process Manager when the Task associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.

Email Notifications Panel Settings

From the Email Notifications panel, you can configure the following:

• Notifications

• Actions By Email

Notifications

Looking for Task Notifications?

Settings in the Email Notifications panel configure only email notifications for Tasks. See instructions to view ProcessMaker Platform application notifications for Tasks.

Email notifications can be sent to the following recipients:

• Users and/or group members. Note: Members of a child group within a parent group will not receive email notifications unless the child group is selected in the email notification configuration.

• Specific email addresses for individuals who are not users in your ProcessMaker Platform instance.

The email body for the Task notification may be plain text or an Email-type Screen. Email notifications are sent to recipients based on the following events:

• Task trigger: Send email notifications when a Task is activated.

• Task completion: Send email notifications when a Task is completed.

• Value in Request data or Magic Variable: Specify an expression to conditionally send the email notification when a Request Variable or Magic Variable meets a specific setting or condition. Specify this condition using an expression syntax described in Expression Syntax Components.

An email notification is an aggregate of multiple settings in the Email Notifications panel:

Set the Email Notification's Subject and Body Content

Warning: Email Notifications settings in Form Task elements are not included when importing a Process. Configure Email Notifications settings after importing the Process instead.

Follow these steps to configure email notification settings:

1. Select the Form Task element from the Process model.

6. From the Body setting, select one of the following options:

   • Plain Text:

     Select the Plain Text option to enter plain text to display as the email body. This is the default option. Follow these steps:

     2. In the setting below the Plain Text option, revise the default text if necessary.

   • Display Screen:

     Select the Display Screen option to select an Email-type Screen to use as the email body. Follow these steps:

     2. From the drop-down menu below the Display Screen option, select a screen from the list. Only Email-type Screens display from this drop-down menu.

     3. Optionally, click the Open Screen link to view and/or edit your selected Screen. Note: You must have appropriate Screen category permissions to view and/or edit the selected Screen.

7. Set recipients for this email notification.

Set Recipients for This Email Notification

Use the Add a Recipient setting to set which users, groups, and/or email addresses to send this email notification.

Follow these steps to set the recipient(s) for this email notification:

1. Set this email notification's subject and body content.

2. • Users and Groups: Send this email to user(s) or group(s). When this option is selected, the Send to Users and Groups setting displays. Select a user or group from the available list.

   • Requester: Send this email to the user who started this Request.

   • Participants: Send this email to all users participating in this Request.

   • User ID: Send this email to a user based on the value of a Request variable. When this option is selected, the Send to User ID setting displays. Enter a variable name in this setting. A valid user name must be assigned to this variable in a previous step in the Request.

   • Email Address: Send this email to the entered email address. When this option is selected, the Send to Email Address setting displays. Enter a single email address or multiple email addresses separated by commas with no spaces.

     For example: [e-mail],[e-mail].

     Alternatively, enter a Request variable in mustache syntax that contains a comma delimited string of multiple email addresses.

   • Process Manager: Send this email to the Process Manager assigned in the Process's configuration.

3. Select the files to attach to this email notification.

Select Files to Attach to This Email Notification

Use the Attach File setting to specify one or more file(s) to attach with this email notification. Follow these steps:

1. Set this email notification's subject and body content.

2. Set recipients for this email notification.

4. From the Source setting, select one of the following options:

   • URL: Select the URL option to provide a link to the file to be attached. Follow these guidelines:

     2. Click Save. The URL referencing the file displays.

   • Request Variable: Select the Request Variable option if the file to be attached can be referenced through a request variable. Follow these guidelines:

     2. Click Save. The Request variable referencing the file displays.

   • Request Array: Select the Request Array option to attach multiple files. Follow these guidelines:

     1. In the Request Array Variable Name setting, enter an array-type Request variable. This variable must already be linked to a File Upload control with Upload Multiple Files option enabled in the same Request. When the Request is in-progress, any files uploaded using this File Upload control are attached to this email.

     2. In the Variable in Array setting, optionally enter the name of a variable in the Request Array Variable containing ID of the file to be attached. If the Request Array Variable is a simple array containing a list of files, leave this setting blank.
5. Repeat steps 3 and 4 to add additional files.

7. Set when this email notification sends.

Set When This Email Notification Sends

Use the Send At or Expression settings to set when this email notification is sent. Do one of the following based on when you need the email notification sent:

1. From the Send At setting, select one of the following options:

   • Task Start: Select the Task Start option to send this email notification when this Form Task is activated. This is the default option.
3. Click Close. This email notification is saved and displays below the Notifications setting using the Subject setting as the email notification label.

7. Click Delete.

Warning: Consider carefully when deleting an email notification. Deleting a configured email notification cannot be undone.

Actions By Email

Allow task recipients to complete tasks directly from their email inbox without logging into the ProcessMaker Platform. When a task is assigned, the user will receive an email notification through which they can take action on the task.

Follow these steps to enable Actions By Email for task recipients:

1. Select the Form Task from the Process model.

5. From the Email Server drop-down menu, select an email server. The Default Email Server option is the default. If additional email servers are configured in Admin Settings, they will be displayed in the Email Server drop-down menu.

6. In the Subject setting, enter the subject of the email. For example, enter the decision that the email recipient must take through this email.

7. From the Screen drop-down menu, select an email-screen. When an email notification is sent, this screen will be displayed to the participant through which they can take an action on the task.

Ensure that this screen uses Submit button controls to allow users to take an action on task. The Link URL control can also be used to take the user to an alternate form for task completion.

8. Enable the Require Login setting to require a user to log in before filling out the screen.

9. From the Screen for Completed drop-down menu, select a completion screen to indicate to the user that the task was successfully submitted.

Web Entry Panel Settings

Select configuration options for Web Entry

Web Entry provides a seamless and straightforward method for initiating or completing cases, catering to both anonymous and authenticated users. This feature allows external users to start and work on cases through a link without the need to access the ProcessMaker Platform dashboard. When a Form Task element is placed into a Process model, Web Entry settings for that element are not configured.

• The Screen used for Web Entry does not display in the Forms tab in those Request summaries started via Web Entry.

• When testing an anonymous Web Entry during Process design, test or open the Web Entry link in a private (incognito) window.

• Web Entry settings are not supported for a task configured to use Multi-instance (Parallel) Loops.

In overview, configuring Web Entry involves making the following decisions:

1. To Whom to assign the Task: Decide to assign the Task to the anonymous person that started this Request via Web Entry or only to one of the authenticated user(s) specified from the Assignment Rules panel. In conjunction, decide the following based on who may start the Request:

   • Assign the Task to the anonymous Request starter: Decide any of the following:

     • Require that the anonymous Request starter be logged on to ProcessMaker Platform to perform the Web Entry Task.

     • Password-protect access to the Web Entry.

     • Exclude specific Request data from being included in the Web Entry Task so that it does not display in the Screen for that Task. Specify the Request variable name to exclude as indicated by the Screen control's Variable Name setting value.

   • Authenticated user: Decide any of the following:

     • Require that the Task assignee have participated previously in this Request.

     • Exclude specific Request data from being included in the Web Entry Task as described above.

2. Screen for the chat or Task: Select from which Screen the Task assignee interacts with this Request. This may be one of the following types of Screens:

   • Conversational-type: The Task assignee interacts in an automated chat-style correspondence by responding to questions and responses, and then either submits the chat or the Screen submits itself if it times out from interaction.

   • Form-type: The Task assignee enters information into an interactive form, and then submits the Task to continue that Request.

3. Completed action after Screen submission: Decide whether to display a separate Screen when the Task completes or to route the Task assignee to a URL. If to display a Screen, select that Screen.

4. Embed the Web Entry into a third-party site: If embedding the Web Entry into a third-party site, decide one or both of the following:

   • Embed the Web Entry if using a Form-type Screen: Copy the JavaScript that contains the Web Entry URL, and then embed that JavaScript into your Web server's or blog's HTML header.

   • Embed the Web Entry if using a Conversational-type Screen: Copy the JavaScript that contains the Web Entry URL, configure options how the chat-style presentation displays in your site, and then embed that JavaScript into your Web server's or blog's HTML header.

Authenticated Web Entries in iframes

Due to the default Laravel cookies, Web Entries cannot be embedded into a third-party site for authenticated users.

Follow these steps to select to whom to assign the Task via a Web Entry:

1. Select the Form Task element from the Process model in which to select to whom to assign the Task via a Web Entry.

2. Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.

4. From the Mode drop-down menu, select one of the following options:

   • Disabled: Select the Disabled option to disable the Web Entry from assigning this Form Task element via a Web Entry. This is the default setting.

   • Anonymous: Select the Anonymous option to assign the Task to the anonymous person that started this Request via Web Entry from a Start Event element. This person is not to be a user.

     If selecting the Anonymous option, consider using the following settings:

     • Require Valid Session: Select the Require Valid Session immediately below the Mode setting to require that the anonymous Request starter be logged on to ProcessMaker Platform to perform the Web Entry Task.

     • Enable Password Protect: Select the Enable Password Protect setting below the Completed Action setting (described below) to require a password to access the Web Entry.

   • Authenticated: Select the Authenticated option to assign the Task to an authenticated user or group member. If an authenticated user or group member is already selected from the Assignment Rules panel, then only one of those user(s) may be assigned this Task from this Form Task element.

     If selecting the Authenticated option, consider using the Require Valid Session immediately below the Mode setting to require that the Task assignee have participated previously in this Request.

5. Select the Require Valid Session setting to require one of the following depending on whether the Anonymous or Authenticated User option is selected from the Mode setting described above:

   • Anonymous: Require that the anonymous Request starter be logged on to ProcessMaker Platform to perform the Web Entry Task.
6. From the Screen Associated drop-down menu, select the Screen that displays the assigned Task when the Web Entry URL is accessed. This drop-down menu displays only Conversational and Form types so the Task assignee can interact with information in the Screen. This is a required setting.

   Optionally, click the Open Screen link to open the selected Screen in a separate Web browser window.

7. From the Completed Action drop-down menu, select one of the following options:

   • After the Screen option is selected, the Screen For Completed setting displays below the Completed Action drop-down menu. From the Screen For Completed drop-down menu, select the Screen that displays after submitting the Screen selected from the Screen Associated drop-down menu. This drop-down menu displays only Display types to display a message to the request starter. This is a required setting.

     Optionally, click the Open Screen link to open the selected Screen in a separate Web browser window.

   • URL: Select the URL option to indicate that the Task assignee is redirected to a URL after the Task assignee submits the Screen selected from the Screen Associated drop-down menu.

     After the URL option is selected, the Redirect URL setting display below the Completed Action option. From the Redirect URL setting, enter the URL to which the Task assignee redirects after submitting the Task's Screen selected from the Screen Associated drop-down menu, and then press Enter. The redirect URL supports mustache syntax to reference the value of a Request variable as the URL. This is a required setting.
8. In the Password Protect setting, enter the password that the anonymous Request starter assigned this Task must enter to access the Web Entry.

9. Follow these guidelines to specify Request data to exclude from the Web Entry Task:

   2. Enter the Request variable name into the setting.
10. The Web Entry URL displays the URL to use for viewing the form associated with this task. The Web Entry URL value cannot be changed. ProcessMaker Platform generates this URL using the following structure: ProcessMaker Platform instance domain/webentry/Web Entry numerical instance/Identifier Value of this Form Task element. Click the Copy button below the Web Entry URL setting to copy the Web Entry URL so that it is available in your clipboard.
12. Configure how the chat box displays in the embedded container from the following options:

    1. From the Position setting, select one of the following options:

       • Fill Container: The chat box displays the width of the container to which the Web Entry's JavaScript code is applied. This is the default setting. When the Fill Container setting is selected, all other settings in the Embed Options screen are disabled.

       • Top Left: The chat box displays in the top left corner of the container to which the Web Entry's JavaScript code was applied.

       • Top Right: The chat box displays in the top right corner of the container to which the Web Entry's JavaScript code was applied.

       • Bottom Left: The chat box displays in the bottom left corner of the container to which the Web Entry's JavaScript code was applied.

       • Bottom Right: The chat box displays in the bottom right corner of the container to which the Web Entry's JavaScript code was applied.

    2. In the Title setting, enter the title that displays in the chat box. Form is the default setting. This setting does not apply when the Fill Container option is selected from the Position setting.

    3. From the Color setting, select the color that displays for button to show the chat box and for the chat box frame itself. The left-most color option is the default. This setting does not apply when the Fill Container option is selected from the Position setting.

    4. From the Icon setting, select an icon that displays to show the chat box. The Question Circle is the default option. This setting does not apply when the Fill Container option is selected from the Position setting.

    5. Click Save.

Vocabularies Panel Settings

Assign Vocabularies That Validate Request Data from This Element

Assign Vocabularies that validate that Request data complies with a specific JSON schema. This is often mandatory for many types of business sectors including banking and healthcare. Ensure the quality and compliance of Request data. For example, during a Loan Application process, ensure that personal information has been included in the Request to that moment in that in-progress Request.

Use a Vocabulary on a Form Task element to validate that Request data complies with the Vocabulary's JSON schema after the Task assignee submits the Task User Documentation. See What is a Vocabulary? for more information.

Each moment ProcessMaker evaluates workflow routing for an in-progress Request, ProcessMaker Platform also evaluates the Request data's conformity to the Vocabularies applied to the Process and/or a specific BPMN 2.0 element in the Process model. The Request's JSON data model must conform to the Vocabulary's JSON schema.

During an in-progress Request, if ProcessMaker Platform evaluates that the Request data no longer complies with all Vocabularies to that moment, the Request status changes from In Progress to Error. The error displays in the Request summary. Vocabularies are cumulative in an in-progress Request: as the Request progresses, if Request data does not conform with any Vocabulary's JSON schema to that moment in the Request, the Request errors.

If no Vocabularies are assigned, ProcessMaker Platform does not validate that Request data complies with a specific JSON schema prior to continuing workflow for that Request.

One or more Vocabularies must be created to your ProcessMaker Platform instance before assigning a Vocabulary. See Create a New Vocabulary. Multiple Vocabularies can be assigned to a Form Task element.

Follow these steps to assign Vocabularies that validate Request data from a Form Task element:

1. Select the Form Task element from the Process model in which to assign Vocabularies that validate Request data prior to when this element completes.

2. Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.

5. From the Select Vocabulary drop-down menu, select a Vocabulary from which to validate Request data complies with its JSON schema.

   If no Vocabularies are configured in your ProcessMaker Platform instance, then the following message displays: List is empty. Create at least one Vocabulary. See Create a New Vocabulary.

6. Click Save.

7. Repeat Steps 3 through 5 as necessary for each Vocabulary required to validate Request data complies with its JSON schema.

After one or more Vocabularies are assigned to a Form Task element, the Vocabulary icon displays in that element.

Advanced Panel Settings

Edit the Node's Identifier Value

Process Modeler automatically assigns a unique value to each Process node added to a Process model. However, a node's identifier value can be changed if it is unique to all other nodes in the Process model, including the Process model's identifier value.

All identifier values for all nodes in the Process model must be unique.

Follow these steps to edit the identifier value for a Form Task element:

1. Select the Form Task element from the Process model in which to edit its identifier value.

2. Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.

3. Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.
4. In the Node Identifier setting, edit the Form Task element's identifier to a unique value from all nodes in the Process model and then press Enter.