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Form Task Element

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.

Permissions Required

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 to the Process Model

Permissions are required to do this.

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

  1. View your Processes. The Processes page displays.

  4. Drag the element into the Process model canvas where you want to place it. If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.

  5. Do one of the following:

    • Click anywhere in the Process model. The Form Task element selects by default.

After adding the Form Task element, consider adding either of the following Boundary-type Process model elements to design business solutions when your best-case scenarios don't happen:

After the element is placed into the Process model, you may adjust its location in the following ways:

Moving a Form Task element has the following limitations in regards to the following Process model elements:

  • Pool element: If the Form Task element is inside of a Pool element, it cannot be moved outside of the Pool element. If you attempt to do so, Process Modeler places the Form Task element inside the Pool element closest to where you attempt to move it.

  • Lane element: If the Form Task element is inside of a Lane element, it can be moved to another Lane element in the same Pool element. However, the Form Task element cannot be moved outside of the Pool element.

Customize the Appearance of a Form Task Element

Customize the Form Task Element's appearance in the following ways:

After a Form Task Element is added to a Process model, optionally customize these aspects of its appearance. Each Form Task Element's appearance may only be changed individually.

Change a Form Task Element's Color

The Form Task element and label are black-colored by default. After a Form Task element is added to a Process model, its shape and label color can be changed. An element color may only be changed individually.

Permissions are required to do this.

Follow these steps to change the color for a Form Task element:

  1. View your Processes. The Processes page displays.

  5. Do one of the following to change the color:

    • Select a color swatch: Select one of the color swatches from the color palette. The Form Task element and label change to that color.

Change a Form Task Element's Icon

Permissions are required to do this.

Follow these steps to change the icon for a Form Task element:

  1. View your Processes. The Processes page displays.

  6. From the Search drop-down menu, select the icon to display. The Form Task element's icon changes to the selected icon.

  7. Click OK.

To reset the Form Task element to its default icon, click the Reset to Default button from the Select a custom icon screen.

Replace a Form Task Element with a Different Task Type or Sub Process Element

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

The selected Form Task element is replaced by the default settings and color of the replacing element.

Permissions are required to do this.

Follow these steps to replace a Form Task element with a different Task type element or a Sub Process element:

  1. ​View your Processes. The Processes page displays.

  3. Select the Form Type element to change to another element. Available options display above the selected element.

  6. Click Confirm. The new element replaces the Form Task element with its default settings and color.

Copy a Form Task Element

Copying a Form Task element copies the original along with its current settings, making it easier and faster to continue designing without adding default elements or connectors with their default settings.

The copied Form Task element displays below the original. Any Sequence Flow and/or Message Flow elements incoming to or outgoing from the original are not copied.

Permissions are required to do this.

Follow these steps to copy a Form Task element in your Process model:

  1. ​View your Processes. The Processes page displays.

Delete a Form Task Element

Deleting a Process model element also deletes any Sequence Flow and/or Message Flow elements incoming to or outgoing from that element. For example, if a Process model element is deleted that has both incoming and outgoing Sequence Flow elements, the Sequence Flow elements must be reconnected for the remaining elements/connectors.

Permissions are required to do this.

Follow these steps to delete a Form Task element from your Process model:

  1. ​View your Processes. The Processes page displays.

Settings

The Form Task element has the following panels that contain settings:

Configuration Panel Settings

The Form Task element has multiple settings in the Configuration panel:

Edit the Element Name

An element name is a human-readable reference for a Process element. Process Modeler automatically assigns the name of a Process element with its element type. However, an element's name can be changed.

Permissions are required to do this.

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

  1. Select the Form Task element from the Process model in which to edit its name. Panels to configure this element display.

  2. Expand the Configuration panel if it is not presently expanded. The Name setting displays. This is a required setting.

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

Select the Screen for the Task

Since Form Task elements are designed to collect or display Request information, specify which Screen a selected Form Task element uses. A Screen must already exist before it can be selected for use in a Form Task element.

Permissions are required to do this.

Ensure to select a Screen for each Form Task element in your Process model. If a Screen is not specified and Requests are started for that Process, users who are assigned Tasks with no Screens have no way of interacting with the Task.

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

  1. Select the Form Task element from the Process model in which to specify its Screen. Panels to configure this element display.

  2. Expand the Configuration panel if it is not presently expanded, and then locate the Screen For Input setting. This is a required setting.

  3. From the Screen For Input drop-down menu, select which Screen that Form Task element references. After a Screen is selected, the Open Screen link displays.

  4. Optionally, click the Open Screen link to view and/or edit your selected Screen. Note that your user account must have appropriate Screen category permissions to view and/or edit the selected Screen.

If no Screens exist, the Screen For Input drop-down menu contains no options. Ensure to select a Screen for every Form Task element in the Process model before deploying your Process.

Specify When the Task is Due

Specify when a Task in a Form Task element is due from when that Task is assigned to a Request participant.

The Task due date displays for each pending assigned Task.

If an interrupting boundary-type event associated with the Form Task element triggers, workflow immediately routes through the interrupting boundary-type event. Therefore, any subsequent Task's due date following the boundary-type event applies.

The due date for a Task is unchanged in the following circumstances:

  • The Task is assigned to another user: If that Task is reassigned to another user, the time that task is due still applies; the elapsed time now applies toward the reassigned user.

  • An interrupting boundary-type event triggers: The boundary-type event has its own due date if applicable. Therefore, the Task to which the boundary-type event applies is unaffected.

After the specified time expires for a Task, an overdue indicator displays for that Task to the Task assignee.

Total Number of Hours Includes All Hours

Specify due time for a Form Task element in total number of hours. This includes hours not normally associated with business hours, including overnight hours, weekends, and holidays.

Self Service Tasks Can Become Overdue Without a Task Assignee

A Self Service Task can become overdue even though no members of a group have self-assigned that Task: the number of hours that Task is due begins as soon as that Task element triggers. Therefore, if configuring a Self Service Task, consider that the Form Task does not immediately have a Task assignee to do that Task.

When a Form Task element is placed into a Process model, the default period of time for a Task to be due is 72 hours (three days).

Permissions are required to do this.

Follow these steps to specify when a Form Task element is due:

  1. Select the Form Task element from the Process model in which to specify how many hours the Task is due. Panels to configure this element display.

  2. Expand the Configuration panel if it is not presently expanded, and then locate the Due In setting.

  3. In the Due In setting, specify the total number of hours the Task is due in one of the following ways:

    • Enter the number 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 by one.

Display the Next Assigned Task to the Task Assignee

When the Display the Next Assigned Task to the Task Assignee setting is used in a Form Task element, a selected Display-type Screen displays after the Task for this Form Task element completes. An interstitial Screen displays while the Request resumes routing. Non-assigned automated actions run as part of that Request while the interstitial Screen displays. The interstitial Screen displays indefinitely until one of the following occurs:

  • The Request assigns another Task to the same Task assignee, 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 to display another location.

Use an interstitial Screen when the expected period of time that the next Task is assigned to the same Task assignee is short; otherwise, the interstitial Screen displays indefinitely without user intervention or the ProcessMaker Platform session expires.

Use the Display the Next Assigned Task to the Task Assignee setting in the following ways:

  • Tasks that use Conversational-type Screens: During an automated chat-style conversation with the Request participant using the Conversational Forms package, link Conversational Screens together while the Request resumes routing based on previous conversational responses by the participant. See What is a Conversational Screen? for information how to design modern-style chat experiences with Conversational Screens and the Conversational Forms package.

  • Tasks that use Form-type Screens: Display a message with a Display-type Screen 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 or Manual Task element's Task for the same Task assignee.

See the tabs below for more information how to use the Display the Next Assigned Task to the Task Assignee setting with Conversational- and Form-type Screens.

After selecting the Display the Next Assigned Task to the Task Assignee setting, the Screen Interstitial setting displays to select which Screen displays between the Tasks. This behavior is different than the default functionality, whereby the To Do Tasks page displays after each Task completes.

The Display the Next Assigned Task to the Task Assignee setting applies only between this Form Task element and the subsequent Form Task element or Manual Task element to which the Request routes.

If the next Task is assigned to a different user or group, then the interstitial Screen displays until that Request completes or another Task is assigned that user.

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.

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

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.

Permissions are required to do this.

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

  1. Select the Form Task element from the Process model in which to configure it to display an interstitial Screen after its Task completes. Panels to configure this element display.

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

Loop Characteristics Panel Settings

Specify Characteristics to Perform Multiple Instances of the Task

Use the Loop Characteristics panel settings to specify how to perform multiple instances of this element. The following loop modes are available for this element:

  • No Loop Mode: Select the No Loop Mode option to perform this element's Task only once.

  • Loop: Select the Loop option to sequentially repeat this element's Task multiple times until an exit condition is True. This is useful when a Task 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 element's Task 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 Task does not complete, workflow pauses.

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

  • Multi-instance (Parallel): Select the Multi-instance (Parallel) option to perform this element'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 Task that each contains data from its respective array index.

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

    • The Task 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.

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

    • Instances of the Task 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 Task that each contains data from its respect array index.

    • At any given time, only one instance of the Task 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 Task 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.

Permissions are required to do this.

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

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

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

  3. From the Loop Mode setting, select one of the following options to perform this element's Task more than once.

    • Loop: Select the Loop option. The settings for this loop mode display:

      Follow these steps:

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

      2. 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. The settings for this loop mode display:

      Follow these steps:

      1. 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.

      2. 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. The settings for this loop mode display:

      Follow these steps:

      1. 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.

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

      3. 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

If the Documentation package is installed, 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.

Package Required

The Documentation package must be installed to view or edit the documentation for a Process element. Use the Documentation package to view documentation for Processes that includes an image of the Process map and entered description of its elements and connectors.

Follow these steps to edit the description for an element:

  1. Select the element from the Process model in which to edit its description. Panels to configure this element display.

  3. 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. This setting is only available if the Advanced User package is installed.

  • 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 package, 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.

Permissions are required to do this.

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

  1. See Maximize the Process Modeler Canvas View.

  2. Select the Form Task element from the Process model in which to select the Task assignee. Panels to configure this element display.

  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. This option is only available if the Advanced User package is installed. 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 package, 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. This setting is only available if the Advanced User package is installed. As part of the Advanced User package, 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. This option is only available if the Advanced User package is installed. Ensure to configure the Process Manager for this Process.

Permissions are required to do this.

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

  1. Select the Form Task element from the Process model in which to set Task notifications. Panels to configure this element display.

  2. Expand the Notifications panel if it is not presently expanded. Settings display to set Task notifications.

  3. 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.

  4. 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.

  5. 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.

  6. 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

Overview

Looking for Notifications?

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

Package Required

The Email Notification panel is available only when the Send Email package is installed.

The following may be email Task notification recipients:

  • Users and/or group members.

  • 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 referenced from an Email-type Screen. If referencing the email body from a Display-type Screen, you may use the value from a Screen's Variable Name setting as a variable in this setting. For example, if your Process model references a Screen that contains a Line Input control with the Variable Name setting value of EmailAddress into which the Request participant enters an email address, use mustache syntax {{EmailAddress}} to use that Line Input control's value in the Screen.

Set when email Task notifications are sent to email recipients:

  • Task trigger: Send email notifications when the Task triggers.

  • Task completion: Send email notifications when the Task completes.

  • Conditionally when a Request data object or Magic Variable meets a specific setting or condition: Specify an expression to conditionally send the email notification when a Request data object 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:

After setting an email notification, the following settings are available:

Set the Email Notification's Subject and Body Content

Permissions are required to do this.

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 set the email Task notification's subject and body content in a Form Task element:

  1. Select the Form Task element from the Process model in which to set email Task notifications. Panels to configure this element display.

  5. 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 that displays as the email body. By default, ProcessMaker Platform displays the current Form Task element's Name setting as part of the Plain Text option.

    • Display Screen:

      Select the Display Screen option to select an Email-type Screen from which to display its content as the email body. Follow these steps:

      2. From the drop-down menu below the Display Screen option, select from which Screen to display its content as the email body. 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 that your user account must have appropriate Screen category permissions to view and/or edit the selected Screen.

  6. Set recipients for this email notification.

Set Recipients for This Email Notification

These instructions continue from the Set the Email Notification's Subject and Body Content section. An email notification is an aggregate of multiple settings in the Email Notifications panel for a selected Form Task element.

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

When setting the recipient as a group, optionally organize groups to more flexibly manage email notifications. To do so, create groups with a specific set of users. Thereafter, add the individual groups as the email recipient.

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

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

    • 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: amanda@mycompany.com,john@homeoffice.com.

      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

These instructions continue from the Set Recipients for This Email Notification section. An email notification is an aggregate of multiple settings in the Email Notifications panel for a selected Form Task element.

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. The URL settings display. Follow these guidelines:

    • Request Variable: Select the Request Variable option if it is not selected. This is the default option. The Request Variable setting displays. Follow these guidelines:

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

    • Request Array: Select the Request Array option to attach multiple files. The Request Array Variable Name and Variable in Array settings display. 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, 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

These instructions continue from the Select Files to Attach to This Email Notification section. An email notification is an aggregate of multiple settings in the Email Notifications panel for a selected Form Task element.

Use the Send At or Expression settings to set when this email notification is sent. Follow these steps:

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

  2. Set recipients for this email notification.

  3. Optionally, select files to attach to this email notification.

  4. Do one of the following based on when you need the email notification sent:

    • After this Task triggers or completes: 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 element triggers. This is the default option.

  5. Click Close. This email notification is saved and displays below the Notifications setting using the Subject setting as the email notification label. Optionally do any of the following with this email notification:

Edit an Email Notification

Permissions are required to do this.

Follow these steps to edit an email notification:

  1. Select the Form Task element from the Process model in which to edit an email notification. Panels to configure this element display.

  2. Expand the Email Notifications panel if it is not presently expanded. Email notifications display below the Notifications setting.

  4. Edit the email notification settings as described in the following sections:

Copy an Email Notification

Permissions are required to do this.

Follow these steps to copy an email notification:

  1. Select the Form Task element from the Process model in which to copy an email notification. Panels to configure this element display.

  2. Expand the Email Notifications panel if it is not presently expanded. Email notifications display below the Notifications setting.

  4. Edit the copied email notification settings as described in the following sections:

Delete an Email Notification

Permissions are required to do this.

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

Follow these steps to delete an email notification:

  1. Select the Form Task element from the Process model in which to delete an email notification. Panels to configure this element display.

  2. Expand the Email Notifications panel if it is not presently expanded. Email notifications display below the Notifications setting.

  4. Click Delete.

Comments Panel Settings

Allow Commenting Functions

Configure which commenting functions Task assignees of this Form Task element may use in Task summaries.

Configure which commenting functions are allowed for a Process's Request summaries in Process configuration. Commenting function allowances in Form Task elements and Manual Task elements do not affect commenting allowances for this Process's Request summaries.

All commenting functions are restricted by default. If the Allow Comments commenting function is enabled, then the remaining commenting functions may be configured, but are restricted by default:

  • Allow comments: The Form Task element must be configured to allow comments in Tasks from that Form Task element.

Package Required

The Comments package must be installed to use commenting functions in Requests or Tasks.

Permissions are required to do this.

Follow these steps to configure which commenting functions Task assignees from this Form Task element may use:

  1. Select the Form Task element from the Process model in which to configure commenting functions. Panels to configure this element display.

  4. Toggle any of the following settings as necessary to allow commenting functionality in this Form Task element's Task summaries:

    • Allow Reactions: Toggle the Allow Reactions toggle key to allow or restrict emoticon reactions in this Form Task element's Task summaries.

    • Allow Voting: Toggle the Allow Voting toggle key to allow voting to sent comments in this Form Task element's Task summaries. Voting allows Request participants to vote on the merits of a sent comment and provide feedback to the Request participant that sent that comment.

    • Allow Comment Editing: Toggle the Allow Comment Editing toggle key to allow or restrict Request participants to edit their own sent comments in this Form Task element's Task summaries.

    • Allow Comment Deletion: Toggle the Allow Comment Deletion toggle key to allow or restrict Request participants to delete their own sent comments in this Form Task element's Task summaries.

Web Entry Panel Settings

Select to Whom to Assign the Task via a Web Entry

When a Form Task element is placed into a Process model, Web Entry settings for that element are not configured. Therefore, even if the Web Entry package is installed, it must be configured for use.

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

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. The Conversational-type Screen is available only if the Conversational Forms package is installed.

    • 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.

Package Required

The Web Entry package must be installed to select to whom to assign a Task via a Web entry. The Web Entry package allows anonymous or authenticated users to start or participate in Requests via a published URL.

Permissions are required to do this.

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. Panels to configure this element display.

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

    • Disabled: Select the Disabled option to disable the Web Entry package 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.

  4. 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.

  5. 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.

  6. 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.

  7. In the Password Protect setting, enter the password that the anonymous Request starter assigned this Task must enter to access the Web Entry.

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

    2. Enter the Request variable name into the setting.

  9. The Web Entry URL displays the Web Entry URL from which the Task assignee accesses the Web Entry. 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. If necessary, click the Copy button below the Web Entry URL setting to copy the Web Entry URL so that it is available in your clipboard.

  11. 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. The Vocabularies package must be installed to make this configuration.

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.

Package Required

The Vocabularies package must be installed to assign which Vocabularies validate Request data at a Task element. Use the Vocabularies package to maintain uniform JSON schemas across all assets in your organization. These assets include Processes, Screens, and Scripts.

A Vocabulary is a JSON schema. The JSON schema describes the data objects, types, and structure that you want in both a machine and human readable format. Apply one or more Vocabularies to your Processes and/or specific BPMN 2.0 elements in your Process models to ensure the JSON data model in Request data complies with the data structure outlined in the JSON schema that you need to meet regulatory specifications or ensure Request data contains required information.

Permissions are required to do this.

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. Panels to configure this element display.

  4. 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.

  5. Click Save.

  6. 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.

Permissions are required to do this.

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. Panels to configure this element display.

  2. Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.

  3. 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.

Related Topics

pageProcess Modeling Element DescriptionspageView Active and Inactive ProcessespageCreate a New ProcesspageWhat is a Screen?pageWhat is a Request?pageWhat is a Task?pageView Tasks You Need to DopageNotificationspageView a Task SummarypageExpression Syntax ComponentspageSend Email PackagepageWeb Entry PackagepageVocabularies PackagepageAdvanced User PackagepageWhat is a Package?pageWhat is a Vocabulary?pageCreate a New VocabularypageSummary for Requests with Errors
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