Configure Task elements in your Process model.
Add, copy, delete, change the color, align, and configure Form Task elements in your Process model.
See Process Modeling Element Descriptions for a description of the Form Task element.
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, which are easy accessible.
Follow these steps to add a Form Task element from the Object panel to the Process model:
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.
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 a Task-Type Element Between Two Process Model Objects Already Connected with a Sequence Flow Element.
Follow these steps to add a Form Task element from the Object bar to the Process model:
Ensure that the object is pinned to the Object bar. If not, pin it.
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.
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.
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:
Manual Task element
Script Task element
Sub Process element
The selected Form Task element is replaced by the default settings and color of the replacing element.
Follow these steps to replace a Form Task element with a different Task type element or a Sub Process element:
Select the Form Type element to change to another element. Available options display above the selected element.
Click Confirm. The new element replaces the Form Task element with its default settings and color.
After a Form Task element is added to a Process model and selected the Screen for the Task, you may preview the associated Screen, which allows you to interact with and verify the Screen content in the same Process Modeler.
Ensure to select a Screen for each Form Task element in your Process model. If a Screen is not specified and the Form Task previews, the following placeholder displays:
Follow these steps to preview the associated Form Screen from a Form Task element:
Select the Form Task element to preview the associated Screen. Available options display above the selected element.
In the Preview window, you can do the following:
Click another Task or connector element to change the asset in the same preview window.
The Form Task element has the following panels that contain settings:
Loop Characteristics panel
Documentation panel
Notifications panel
Web Entry panel
Vocabularies panel
Advanced panel
The Form Task element has multiple settings in the Configuration panel:
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.
Follow these steps to edit the name for a Form Task element:
Select the Form Task element from the Process model in which to edit its name.
Ensure that the Configuration panel displays. If not, show it. The Name setting displays. This is a required setting.
In the Name setting, edit the selected element's name and then press Enter.
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.
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, the following placeholder Screen displays when that Form Task element triggers.
The placeholder Screen allows the Task assignee to continue the Request without causing it to pause indefinitely.
This functionality also allows Process Designers to place the basic Process objects into a Process model and then evaluate it during development.
Follow these steps to select a Screen for a Form Task element:
Select the Form Task element from the Process model in which to specify its Screen.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Configuration panel if it is not presently expanded, and then locate the Screen For Input setting. This is a required setting.
Do one of the following:
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.
Click the Create a new screen link. A new browser window opens to create a new Screen. After creating the Screen, the Screen for Input drop-down menu automatically populates with the created Screen. Otherwise, be sure to select the new Screen in the Screen for Input drop-down menu.
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.
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 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.
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.
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).
Follow these steps to specify when a Form Task element is due:
Select the Form Task element from the Process model in which to specify how many hours the Task is due.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Configuration panel if it is not presently expanded, and then locate the Due In setting.
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.
Use the Display the Next Assigned Task to the Task Assignee setting to display an interstitial Screen that displays until the next Task displays. An interstitial Screen can only be a Display-type Screen. The interstitial Screen displays while the Request resumes routing. The 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, 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.
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.
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.
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.
Follow these steps to configure a Form Task element to display an interstitial Screen while the next assigned Task displays to the Task assignee:
Select the Form Task element from the Process model in which to configure it to display an interstitial Screen after its Task completes.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
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.
Follow these steps to specify characteristics to perform multiple instances of the Task:
Select the element from the Process model in which to specify multiple instance characteristics.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
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:
In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.
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:
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.
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:
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.
In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.
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.
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:
Select the element from the Process model in which to edit its description.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
Select the required text from the Rich Text control.
In the URL setting, enter the destination URL.
In the Text to display setting, edit or enter the text displayed in the Rich Text control.
In the Title setting, enter the text to display when a user hovers over the displayed text.
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.
In the Source setting, enter a URL for the image.
In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
In the Width setting, enter the maximum width for the image.
In the Height setting, enter the maximum height for the image.
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.
Specify whom to assign the Task or to use assignment rules to assign the Task.
Instead of specifying the Task's assignee using one or more rules, select to whom to assign a 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:
Select the Form Task element from the Process model in which to select the Task assignee.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
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:
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.
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.
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.
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.
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.
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.
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.
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:
Select the Form Task element from the Process model in which to set Task notifications.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Notifications panel if it is not presently expanded. Settings display to set Task notifications.
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.
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.
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.
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.
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:
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:
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:
Select the Form Task element from the Process model.
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:
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:
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.
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.
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:
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.
Use the Attach File setting to specify one or more file(s) to attach with this email notification. Follow these steps:
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:
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:
Click Save. The Request variable referencing the file displays.
Request Array: Select the Request Array option to attach multiple files. Follow these guidelines:
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.
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.
Repeat steps 3 and 4 to add additional files.
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:
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.
Click Close. This email notification is saved and displays below the Notifications setting using the Subject setting as the email notification label.
Click Delete.
Consider carefully when deleting an email notification. Deleting a configured email notification cannot be undone.
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:
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.
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.
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.
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.
Follow these steps to select to whom to assign the Task via a Web Entry:
Select the Form Task element from the Process model in which to select to whom to assign the Task via a Web Entry.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
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.
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.
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.
In the Password Protect setting, enter the password that the anonymous Request starter assigned this Task must enter to access the Web Entry.
Follow these guidelines to specify Request data to exclude from the Web Entry Task:
Enter the Request variable name into the setting.
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.
Configure how the chat box displays in the embedded container from the following options:
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.
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.
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.
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.
Click Save.
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:
Select the Form Task element from the Process model in which to assign Vocabularies that validate Request data prior to when this element completes.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
Click Save.
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.
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:
Select the Form Task element from the Process model in which to edit its identifier value.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.
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.
Add, copy, delete, change the color, align, and configure Script Task elements in your Process model.
See Process Modeling Element Descriptions for a description of the Script Task element.
Add a Script 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, which are easy accessible.
Follow these steps to add a Script Task element from the Object panel to the Process model:
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.
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.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
Follow these steps to add a Script Task element from the Objects bar to the Process model:
Ensure that the object is pinned to the Object bar. If not, pin it.
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.
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.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
After a Script Task element is added to a Process model, you may replace it with a different Task type or a Sub Process element:
Form Task element
Manual Task element
Sub Process element
The selected Script Task element is replaced by the default settings and color of the replacing element.
Follow these steps to replace a Script Task element with a different Task type element or a Sub Process element:
Select the Script Task element to change to another element. Available options display above the selected element.
Click Confirm. The new element replaces the Script Task element with its default settings and color.
After a Script Task element is added to a Process model and selected the Script to run for the Task, you may preview the associated Script, which allows you to interact with and verify the Script content in the same Process Modeler.
Ensure to select a Script for each Script Task element in your Process model. If a Script is not specified and the Script Task previews, the following placeholder displays:
Follow these steps to preview the associated Script from a Script Task element:
Select the Script Task element to preview the associated Script. Available options display above the selected element.
In the Preview window, you can do the following:
Click another Task or connector element to change the asset in the same preview window.
The Script Task element has the following panels that contain settings:
Configuration panel
Loop Characteristics panel
Documentation panel
Error Handling panel
Vocabularies panel
Advanced panel
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.
Follow these steps to edit the name for a Script Task element:
Select the Script Task element from the Process model in which to edit its name.
In the Name setting, edit the selected element's name and then press Enter.
Since Script Task elements are designed to run a Script, specify which Script a selected Script Task element uses. A Script must already exist before it can be selected for use in a Script Task element.
See the following topics for more information:
Ensure to select a Script for each Script Task element in your Process model. If a Script is not specified and Requests are started for that Process, a placeholder Script displays when that Script Task element triggers.
The placeholder Script allows the Request without causing it to pause indefinitely.
This functionality also allows Process Designers to place the basic Process objects into a Process model and then evaluate it during development.
Follow these steps to select a Script for a Script Task element:
Select the Script Task element from the Process model in which to specify its Script.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Configuration panel if it is not presently expanded, and then locate the Script setting.
Do one of the following:
From the Script drop-down menu, select which Script that Script Task element references. After a Script is selected, the Open Script link displays.
Click the Create a new script link. A new browser window opens to create a new Script. After creating the Script, the Script drop-down menu automatically populates with the created Script. Otherwise, be sure to select the new Script in the Script drop-down menu.
Optionally, click the Open Script link to view and/or edit your Script. Note that your user account must have appropriate Script category permissions or be a Project member in which this Script is an asset.
If no Scripts exist, the Script drop-down menu contains no options. Ensure to select and configure a Script for every Script Task element in the Process model before deploying your Process.
After selecting the Script for the Script Task element, optionally provide a JSON object that configures variable values for the selected Script. Providing a JSON script from the Script Task is identical to providing JSON configuration script in the Script Config JSON panel in Scripts Editor for a Script.
See the following topics for more information:
Script Editor, including the Reference a Request Variable from a Script Configuration Setting section
Example Script Executor Use Case, specifically the Import the Process section how a JSON object is used to configure a Script for a Script Task element
If a JSON script exists in the Script Task element, that script is used for the Script. An existing JSON configuration script displays in the Script Configuration option for a selected Script Task element.
The JSON script in the Script Task element overrides any JSON script entered in the Script Config JSON panel in Scripts Editor for the associated Script.
Follow these steps to enter or edit a JSON configuration script for a Script Task element:
Select the Script Task element from the Process model in which to specify its Script.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Configuration panel if it is not presently expanded, and then locate the Script Configuration option.
Enter your JSON configuration script. Use the scroll panel to the right of the Script to scroll to different sections of the Script if necessary. This is useful especially when you are editing a long Script.
You can enter your JSON configuration script directly into the Script Configuration option instead of using the Script Config Editor.
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.
‌Follow these steps to specify characteristics to perform multiple instances of the Task:‌
Select the element from the Process model in which to specify multiple instance characteristics.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
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:
In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.
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:
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.
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:
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.
In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.
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.
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:
Select the element from the Process model in which to edit its description.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
Select the required text from the Rich Text control.
In the URL setting, enter the destination URL.
In the Text to display setting, edit or enter the text displayed in the Rich Text control.
In the Title setting, enter the text to display when a user hovers over the displayed text.
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.
In the Source setting, enter a URL for the image.
In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
In the Width setting, enter the maximum width for the image.
In the Height setting, enter the maximum height for the image.
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.
Follow these guidelines to set how to handle Script Task runtime errors:
Set how many seconds to wait when an unexpected error occurs during runtime before displaying the error in that Script Task, thereby causing that Request to be in Error status.
Set how many consecutive attempts to run the Script Task before displaying a runtime error.
Requests are going to wait the configured number of seconds and consecutive runtime attempts for an unresponsive Script Task before displaying the error.
Optionally, notify the Process Manager of the Script Task runtime error via an in-platform or email notification.
Follow these steps to edit the Error Handling settings:
Select the Script Task element from the Process model in which to edit the Error Handling.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
In the Timeout setting, configure how many seconds to wait for an unresponsive Script Task before declaring a time-out as follows:
Enter the number of seconds. Use the up and down arrows to increase or decrease seconds.
Set 0
for no timeout.
Leave empty to use the Script Task default setting.
In the Retry Attempts setting, configure how many times to re-run the Script Task if the Script Task returns a runtime error as follows:
Enter a number. Use the up and down arrows to increase or decrease the number.
Set 0
for no retry attempts.
Leave empty to use the Script Task default setting.
In the Retry Wait Time setting, configure how many seconds to wait before attempting a retry as follows:
Enter the number of seconds. Use the up and down arrows to increase or decrease seconds.
Set 0
for no timeout.
Leave empty to use the Script Task default setting.
Enable the In-app Notification toggle to notify through the user interface to the Process Manager that there is a Script Task runtime error.
Enable the Email Notification toggle to notify through an email to the Process Manager that there is a Script Task runtime error.
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 Script Task element to validate that Request data complies with the Vocabulary's JSON schema after the Script Task runs its Script but prior to when the Request continues workflow. 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 before assigning a Vocabulary. See Create a New Vocabulary. Multiple Vocabularies can be assigned to a Script Task element.
Follow these steps to assign Vocabularies that validate Request data from a Script Task element:
Select the Script Task element from the Process model in which to assign Vocabularies that validate Request data prior to when this element completes.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Vocabularies panel if it is not presently expanded. The Assigned setting displays.
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, then the following message displays: List is empty. Create at least one Vocabulary. See Create a New Vocabulary.
Click Save.
Repeat Steps 3 through 6 as necessary for each Vocabulary required to validate Request data complies with its JSON schema.
After one or more Vocabularies are assigned to a Script Task element, the Vocabulary icon displays in that element.
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 Script Task element:
Select the Script Task element from the Process model in which to edit its identifier value.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.
In the Node Identifier setting, edit the Script Task element's identifier to a unique value from all nodes in the Process model and then press Enter.
Add, copy, delete, change the color, align, and configure Manual Task elements in your Process model.
See Process Modeling Element Descriptions for a description of the Manual Task element.
Add a Manual 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, which are easy accessible.
Follow these steps to add a Manual Task element from the Object panel to the Process model:
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.
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.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
Follow these steps to add a Manual Task element from the Object bar to the Process model:
Ensure that the object is pinned to the Object bar. If not, pin it.
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.
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.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
After a Manual Task element is added to a Process model, you may replace it with a different Task type or a Sub Process element:
Form Task element
Script Task element
Sub Process element
The selected Manual Task element is replaced by the default settings and color of the replacing element.
Follow these steps to replace a Manual Task element with a different Task type element or a Sub Process element:
Select the Manual Type element to change to another element. Available options display above the selected element.
Click Confirm. The new element replaces the Manual Task element with its default settings and color.
After a Manual Task element is added to a Process model and selected the Screen for the Task, you may preview the associated Display Screen, which allows you to interact with and verify the Screen content in the same Process Modeler.
Ensure to select a Screen for each Manual Task element in your Process model. If a Screen is not specified and the Manual Task previews, the following placeholder displays:
Follow these steps to preview the associated Display Screen from a Manual Task element:
Select the Manual Task element to preview the associated Screen. Available options display above the selected element.
In the Preview window, you can do the following:
Click another Task or connector element to change the asset in the same preview window.
The Manual Task element has the following panels that contain settings:
Loop Characteristics panel
Documentation panel
Assignment Rules panel
Notifications panel
Vocabularies panel
Advanced panel
The Manual Task element has multiple settings in the Configuration panel:
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.
Follow these steps to edit the name for a Manual Task element:
Select the Manual Task element from the Process model in which to edit its name.
Expand the ConfiguratioEnsure that the Configuration panel displays. If not, show it. The Name setting displays. This is a required setting.
In the Name setting, edit the selected element's name and then press Enter.
When a Manual Task element triggers, a Screen can display instructions or information in its Task summary so its Task assignee can perform the manual Task. The Screen must be of Display type.
When a Manual Task element is placed into a Process model, it is not configured to display a Screen when it triggers. Therefore, it must be configured.
Follow these steps to select the Screen that displays when a Manual Task element triggers:
Select the Manual Task element from the Process model in which to select the Screen that displays when that Manual Task element is triggered, thereby providing instructions or information to the Task assignee.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Do one of the following:
From the Screen For Input drop-down menu, select which Screen that Manual Task element references. After a Screen is selected, the Open Screen link displays.
Click the Create a new screen link. A new browser window opens to create a new Screen. After creating the Screen, the Screen for Input drop-down menu automatically populates with the created Screen. Otherwise, be sure to select the new Screen in the Screen For Input drop-down menu.
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.
Specify when a Manual Task element is due from when that activity is assigned to a Request participant. The default period of time for a Task to be due is 72 hours (three days).
The Task due date displays for each pending assigned Task.
If an interrupting boundary-type event associated with the Manual 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 manual Task, an overdue indicator displays for that manual Task to the Task assignee.
Specify due time for a Task element in total number of hours. This includes hours not normally associated with business hours, including overnight hours, weekends, and holidays.
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 Task does not immediately have a Task assignee to do that Task.
Follow these steps to specify when a Manual Task element is due:
Select the Manual Task element from the Process model in which to specify how many hours the activity is due.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Configuration panel if it is not presently expanded, and then locate the
Due In setting.
In the Due In setting, enter the total number of hours the activity 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.
When the Display the Next Assigned Task to the Task Assignee setting is used in a Manual Task element, a selected Display-type Screen displays after the Task for this Manual 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 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, 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.
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 Manual 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.
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 Manual 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.
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.
Follow these steps to configure a Manual Task element to display an interstitial Screen while the next assigned Task displays to the Task assignee:
Select the Manual Task element from the Process model in which to configure it to display an interstitial Screen after its Task completes.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
From the Screen Interstitial drop-down menu, select which Display-type Screen to display after this Manual Task element's Task completes. This is a required setting.
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.
Follow these steps to specify characteristics to perform multiple instances of the Task:
Select the element from the Process model in which to specify multiple instance characteristics.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
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:
In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.
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:
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.
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:
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.
In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.
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.
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:
Select the element from the Process model in which to edit its description.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
Select the required text from the Rich Text control.
In the URL setting, enter the destination URL.
In the Text to display setting, edit or enter the text displayed in the Rich Text control.
In the Title setting, enter the text to display when a user hovers over the displayed text.
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.
In the Source setting, enter a URL for the image.
In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
In the Width setting, enter the maximum width for the image.
In the Height setting, enter the maximum height for the image.
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.
Specify whom to assign the manual Task or to use assignment rules to assign the manual Task.
Instead of assign the Task's assignee using one or more rules, select to whom to assign a manual 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 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 Manual 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 Manual 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 Manual 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 Manual Task element:
Select the Manual Task element from the Process model in which to select the Task assignee.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
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.
From the Assignment Type drop-down menu, select one of the following options:
From the Assigned Users/Groups drop-down menu, select the person's full name or the name of a group as the Manual Task element's assignee. 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 step to define an expression:
In the FEEL Expression setting, enter or edit the expression that determines that Manual Task element's Task assignee using the syntax components described in Expression Syntax Components, and then press Enter.
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.
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.
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 any 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.
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.
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.
Enable the Escalate To Manager 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.
Enable the Assignee 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.
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 Manual Task element is assigned and/or completed.
Task assignee: Send notifications to Task assignees associated with this Manual 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 Manual Task element is assigned or completed.
Process Manager: Send notifications to the Process Manager when the Task associated with this Manual Task element is assigned or completed. Ensure to configure the Process Manager for this Process.
Follow these steps to set Task notifications in a Manual Task element:
Select the Manual Task element from the Process model in which to set Task notifications.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Notifications panel if it is not presently expanded. Settings display to set Task notifications.
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 Manual 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 Manual 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 Manual Task element is due to be completed. Otherwise, disable this setting to not send this notification.
From the Assignee settings, set Task notifications for assignees of this Manual Task element following these guidelines:
Enable the Assigned setting to notify Task assignees associated with this Manual 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 Manual 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 Manual Task element is due to be completed. Otherwise, disable this setting to not send this notification.
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 Manual 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 Manual 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 Manual Task element is due to be completed. Otherwise, disable this setting to not send this notification.
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 Manual 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 Manual 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 Manual Task element is due to be completed. Otherwise, disable this setting to not send this notification.
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 Manual Task element to validate that Request data complies with the Vocabulary's JSON schema after the Task assignee submits the Task but prior to when the Request continues workflow. See What is a Vocabulary? for more information.
Each moment ProcessMaker Platform evaluates workflow routing for an in-progress Request, ProcessMaker 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 ProcessMaker 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 Details. 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 before assigning a Vocabulary. See Create a New Vocabulary. Multiple Vocabularies can be assigned to a Manual Task element.
Follow these steps to assign Vocabularies that validate Request data from a Manual Task element:
Select the Manual Task element from the Process model in which to assign Vocabularies that validate Request data prior to when this element completes.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.Panels to configure this element display.
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, then the following message displays: List is empty. Create at least one Vocabulary. See Create a New Vocabulary.
Click Save.
Repeat Steps 3 through 6 as necessary for each Vocabulary required to validate Request data complies with its JSON schema.
After one or more Vocabularies are assigned to a Manual Task element, the Vocabulary icon displays in that element.
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 Manual Task element:
Select the Manual Task element from the Process model in which to edit its identifier value.
Ensure that the Configuration panel displays. If not, show it. Panels to configure this element display.
Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required field.
In the Node Identifier setting, edit the Manual Task element's identifier to a unique value from all nodes in the Process model and then press Enter.
Add, copy, delete, change the color, align, and configure Sub Process elements in your Process model.
Add a Sub Process 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.
Follow these steps to add a Sub Process element from the Object panel to the Process model:
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.
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.
If a Pool element is in your Process model, the Sub Process element cannot be placed outside of the Pool element.
Follow these steps to add a Sub Process element from the Object bar to the Process model:
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.
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.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
The selected Sub Process element is replaced by the default settings and color of the replacing element.
Follow these steps to replace a Sub Process element with a Task type element:
Select the Sub Process element to change to another element. Available options display above the selected element.
Click Confirm. The new element replaces the Sub Process element with its default settings and color.
The Sub Process element has the following panels that contain settings:
Configuration panel
Loop Characteristics panel
Documentation panel
Assignment Rules panel
Vocabularies panel
Advanced panel
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.
Follow these steps to edit the name for a Sub Process element:
Select the Sub Process element from the Process model in which to edit its name.
In the Name setting, edit the selected element's name and then press Enter.
The child Sub Process has its own Request. The Request for the parent Process waits until the child Sub Process's Request completes before its workflow continues. When the child Sub Process's Request completes, the parent Process's Request continues from the Sub Process element.
As a best practice, verify that the child Process contains a Start Event element prior to completing design for the Process using this Sub Process element.
Follow these steps to select the child Sub Process the Sub Process element calls when it triggers:
Select the Sub Process element from the Process model in which to select the child Sub Process that element calls.
From the Start Event drop-down menu, select another Start Event element from the child Process that this Sub Process element calls to start a Request if the default Start Event element is not to be called. Optionally click the Open Process option below the Start Event drop-down menu to review the selected Process model in a new Web browser window.
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.
‌Follow these steps to specify characteristics to perform multiple instances of the Task:‌
Select the element from the Process model in which to specify multiple instance characteristics.
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.
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:
In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.
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:
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.
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:
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.
In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.
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.
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.
Follow these steps to edit the description for an element:
Select the element from the Process model in which to edit its description.
Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
Select the required text from the Rich Text control.
In the URL setting, enter the destination URL.
In the Text to display setting, edit or enter the text displayed in the Rich Text control.
In the Title setting, enter the text to display when a user hovers over the displayed text.
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.
In the Source setting, enter a URL for the image.
In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
In the Width setting, enter the maximum width for the image.
In the Height setting, enter the maximum height for the image.
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.
Requester: Only the person who started that Request for the "parent" Process may start Requests for the child Sub Process. This user is known as the Request starter.
Users and/or groups: Selected users and/or all members of selected groups may start Requests for the child Sub Process.
Previous Task assignee: Only the previous Task assignee in that Request may start Requests for the child Sub Process.
Follow these steps to select who may start Requests for the child Sub Process:
Select the Sub Process element from the Process model in which to select who may start Requests for the child Sub Process.
From the Start Sub Process As drop-down menu, select one of the following options:
Requester: Select Requester to only allow the Request starter to start Requests for the child Sub Process.
From the Assigned Users/Groups drop-down menu, select as all users and/or groups that may start Requests for the child Process. Multiple ProcessMaker users and/or groups may be added, one at a time, to this setting. You may click the Remove icon to remove a selection from the Assigned Users/Groups drop-down menu.
Previous Task Assignee: Select Previous Task Assignee to only allow the previous Task assignee in that Request to start Requests for the child Sub Process.
In the Variable Name of User ID Value setting, enter the Variable Name value from which to reference the user who may start child Sub Process Requests.
Each moment ProcessMaker Platform 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.
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.
Follow these steps to assign Vocabularies that validate Request data from a Sub Process element:
Select the Sub Process element from the Process model in which to assign Vocabularies that validate Request data prior to when this element completes.
Expand the Vocabularies panel if it is not presently expanded. The Assigned setting displays.
From the Select Vocabulary drop-down menu, select a Vocabulary from which to validate Request data complies with its JSON schema.
Click Save.
Repeat Steps 3 through 6 as necessary for each Vocabulary required to validate Request data complies with its JSON schema.
After one or more Vocabularies are assigned to a Sub Process element, the Vocabulary icon displays in that element.
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 Sub Process element:
Select the Sub Process element from the Process model in which to edit its identifier value.
In the Node Identifier setting, edit the Sub Process element's identifier to a unique value from all nodes in the Process model and then press Enter.
Ensure that the Object panel is visible. If not, click the Add icon from the Object bar at the bottom.
Object Category: The Task object appears in the Object Category section when it is not pinned.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
Click the Elements icon. The Elements drop-down menu displays the Task type elements and the Sub Process element.
Select the element to replace the Form Task element. The Change Type screen displays to confirm replacing the currently selected element.
Click the Preview icon . A preview window displays on the right-side of the Process Modeler.
Click the icon to open the Screen Builder to edit the Screen.
Click the icon to close the preview window.
A Script Task element, then an End Event element, follow this Form Task element: If a Script Task element, and then an End Event element, immediately follow this Form Task element with connecting Sequence Flow elements (see example below), then use the Display the Next Assigned Task to the Task Assignee setting to ensure that a Screen that summarizes that completed Request displays.
Expand the Configuration panel if it is not presently expanded, and then locate the Display Next Assigned Task to Task Assignee setting.
Select the Display Next Assigned Task to Task Assignee setting. The Screen Interstitial setting displays.
An element configured in this mode shows the Loop iconin Process Modeler.
An element configured in this mode shows the Multi-instance (Parallel) iconin Process Modeler.
An element configured in this mode shows the Multi-instance (Sequential) iconin Process Modeler.
Expand the Documentation panel if it is not presently expanded. The Description setting displays.
In the Description setting, edit the information to display when viewing documentation for this element and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon.
Undo changes: Click on theicon to undo the last action.
Redo changes: Click on theicon to redo the last undone action.
Insert/Edit Link: Click on theicon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
Click on theicon. The Insert/Edit Link screen displays.
Insert/Edit Image: Click on the Insert/Edit Image iconto insert an image. Follow these guidelines:
Click on the Insert/Edit Image icon.
The Insert/Edit Image screen displays:
Toggle the Constrain Proportions iconto maintain the width-height ratio of the image to its original proportion.
Insert Page Break for PDF: Click on the Insert Page Break for PDF iconto insert a page break when a PDF document is created for this documentation if your browser supports this feature.
From the editor toolbar, select theicon.
From the editor toolbar, select theicon.
Change text color: Use the Text Color drop-down to change text color. Click on theicon. The color palette displays. Do one of the following:
Click theicon to select a custom color from the Color Picker.
Click theicon to reset the text to its default color.
From the editor toolbar, use theicon to left-align text.
From the editor toolbar, use theicon to center-align text.
From the editor toolbar, use theicon to right-align text.
From the editor toolbar, use theicon to justify text.
Insert a bullet list: Use theicon to format text as a bulleted list.
Insert a numbered list: Use theicon to format text as a numbered list.
Indent text: Click on theicon to increase text indenting.
Outdent text: Click on theicon to decrease text indenting.
Users / Groups: Select Users/Groups to assign the Task to a specified user or randomly to a group member. When this option is selected, the Assigned Users/Groups drop-down menu displays below the Assignment Type drop-down menu. Notice that the Self Service toggle key is available.
Variable Name (Groups): In the Variable Name (Groups) setting, enter the Request variable that contains the group ID(s) in which its members may be assigned this Task. 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.
Rule Expression: Select Rule Expression to assign the Task's assignee using one or more rules. The rule expressions follow the Friendly Enough Expression Language (FEEL) syntax described in Expression Syntax Components. Notice that the Self Service toggle key is available.
Each rule can only have one expression, but by using logical operators multiple conditions can be specified in that expression. You may use multiple rules to better confine the condition(s) to whom to assign the Task. You may use Magic Variables in your expression syntax. To add an expression, click the addbutton. The Add FEEL Expression settings display.
Enable the Lock User Assignment toggle key to assign this Task to the same Task assignee if workflow in the 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.
Click the Show Configuration button in the upper right of the Process Modeler canvas.
Expand the Email Notifications panel if it is not presently expanded. The Notifications setting displays.
Click the icon to add an email notification.
From the Subject setting, revise the default text if necessary that displays as the email subject. By default, ProcessMaker Platform displays the current Form Task element's Name as part of the Subject.
From the Body setting, ensure that the Plain Text option is selected.
From the Body setting, ensure that the Display Screen option is selected.
From the Add a Recipient setting, select the recipient(s) of this email. To remove an email recipient that is currently added, click the icon. Choose one of these options:
Click the +File button to specify the files to attach to this email notification.
In the URL setting, enter the URL referencing an attached file to be accessed from a Web address.
In the Request Variable Name setting, enter a Request variable name without the mustache syntax. This variable must already be linked to a File Upload control in a Screen in the same Request. When the Request is in-progress, any file uploaded using this File Upload control is attached to this email notification. This is a required setting.
Click Save. The Request variable referencing the files displays.
Optionally, click on the Delete icon to delete any referenced file from being attached to the email.
Task Completion: Select the Task Completion option to send this email notification when this Form Task completes (when the Task assignee submits the Screen associated with this Task).
In the Expression setting, optionally enter the expression to conditionally send the email notification when a Request data object or Magic Variable meets a specific setting or condition, and then press Enter. Specify this condition using an expression syntax described in Expression Syntax Components. Use logical operators to specify multiple conditions in that expression if necessary. If the Expression setting does not contain a value, then the Send At setting determines when to send email notifications for this Task.
Click the Edit icon beside the email notification to edit.
Click the Duplicate icon beside the email notification to duplicate it.
Click the Delete iconbeside the email notification to delete. The following message displays to confirm deletion of this email notification: Are you sure you want to delete this notification?
Expand the Web Entry panel if it is not presently expanded. The Mode setting displays.
Authenticated User: Require that the Task assignee have participated previously in this Request.
Screen: Select the Screen option to indicate that a Screen displays after the Task assignee submits the Task's Screen selected from the Screen Associated drop-down menu described above. Screen is the default setting.
If the Anonymous option is selected from the Mode setting, the Enable Password Protect setting displays.
Select the Enable Password Protect setting to require a password to access the Web Entry. If the Enable Password Project setting is selected, the Password Protect setting displays below it.
From the Exclude Data setting, optionally specify any 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.
Click theicon to add a Request variable from inclusion to the Request data for this Task. A setting displays to enter that Request variable name.
If necessary, click theicon to the right off an added Request variable to remove that Request data from those to exclude from the Web Entry Task.
Note: If you are copying an anonymous Web Entry link while logged in to ProcessMaker, the following message will be displayed. This message indicates that you must log out in order to use this Web Entry link.
The Embed Code setting displays the JavaScript that contains the Web Entry URL to embed into your Web server's or blog's HTML header. If necessary, click the Copy button below the Embed Code setting to copy the Web Entry URL so that it is available in your clipboard.
If this Form Task element's Web Entry uses a Conversational-type Screen to provide a chat-style interaction with the Request starter, optionally click the Options button below the Embed Code setting to configure how the chat box displays in the embedded container to which the Web Entry's JavaScript code is applied. When the Options button is clicked, the Embed Options screen displays.
Expand the Vocabularies panel if it is not presently expanded. The Assigned setting displays.
Click theicon to add a Vocabulary. The Assign Vocabulary option displays.
Click the Remove iconfrom the Vocabularies setting to remove a Vocabulary from assignment to this element.
Ensure that the Object panel is visible. If not, click the Add icon from the Object bar at the bottom.
Object Category: The Task object appears in the Object Category section when it is not pinned.
Click the Elements drop-down menu, and then select the Script Task option.
The Script Task element displays.
Click the Elements drop-down menu, and then select the Script Task option.
The Script Task element displays.
Click the Elements icon. The Elements drop-down menu displays the Task type elements and the Sub Process element.
Select the element to replace the Script Task element. The Change Type screen displays to confirm replacing the currently selected element.
Click the Preview icon . A preview window displays on the right-side of the Process Modeler.
Click the icon to open the Script Editor to edit the Script.
Click the icon to close the preview window.
Ensure that the Configuration panel displays. If not, show it. The Name setting displays. This is a required setting.
Click the iconbeside the Script Configuration option. The Script Config Editor displays.
Click Close or the Close icon.
An element configured in this mode shows the Loop icon in Process Modeler.
An element configured in this mode shows the Multi-instance (Parallel) icon in Process Modeler.
An element configured in this mode shows the Multi-instance (Sequential) iconin Process Modeler.
Expand the Documentation panel if it is not presently expanded. The Description setting displays.
In the Description setting, edit the information to display when viewing documentation for this element and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon.
Undo changes: Click on theicon to undo the last action.
Redo changes: Click on theicon to redo the last undone action.
Insert/Edit Link: Click on theicon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
Click on theicon. The Insert/Edit Link screen displays.
Insert/Edit Image: Click on the Insert/Edit Image iconto insert an image. Follow these guidelines:
Click on the Insert/Edit Image icon.
The Insert/Edit Image screen displays:
Toggle the Constrain Proportions iconto maintain the width-height ratio of the image to its original proportion.
Insert Page Break for PDF: Click on the Insert Page Break for PDF iconto insert a page break when a PDF document is created for this documentation if your browser supports this feature.
From the editor toolbar, select theicon.
From the editor toolbar, select theicon.
Change text color: Use the Text Color drop-down to change text color. Click on theicon. The color palette displays. Do one of the following:
Click theicon to select a custom color from the Color Picker.
Click theicon to reset the text to its default color.
From the editor toolbar, use theicon to left-align text.
From the editor toolbar, use theicon to center-align text.
From the editor toolbar, use theicon to right-align text.
From the editor toolbar, use theicon to justify text.
Insert a bullet list: Use theicon to format text as a bulleted list.
Insert a numbered list: Use theicon to format text as a numbered list.
Indent text: Click on theicon to increase text indenting.
Outdent text: Click on theicon to decrease text indenting.
Expand the Error Handling panel if it is not presently expanded. The Timeout setting displays.
Click theicon to add a Vocabulary. The Assign Vocabulary setting displays.
Click the Remove iconfrom the Vocabularies setting to remove a Vocabulary from assignment to this element.
Ensure that the Object panel is visible. If not, click the Add icon from the Object bar at the bottom.
Object Category: The Task object appears in the Object Category section when it is not pinned.
Click the Elements drop-down menu, and then select the Manual Task option.
The Manual Task element displays.
Click the Elements drop-down menu, and then select the Manual Task option. The Manual Task element displays.
Click the Elements icon. The Elements drop-down menu displays the Task type elements and the Sub Process element.
Select the element to replace the Manual Task element. The Change Type screen displays to confirm replacing the currently selected element.
Click the Preview icon . A preview window displays on the right-side of the Process Modeler.
Click the icon to open the Screen Builder to edit the Screen.
Click the icon to close the preview window.
Expand the Configuration panel if it is not presently expanded, and then locate the Screen for Input setting.
A Script Task element, then an End Event element, follow this Manual Task element: If a Script Task element, and then an End Event element, immediately follow this Manual Task element with connecting Sequence Flow elements (see example below), then use the Display the Next Assigned Task to the Task Assignee setting to ensure that a Screen that summarizes that completed Request displays.
Expand the Configuration panel if it is not presently expanded, and then locate the Display Next Assigned Task to Task Assignee setting.
Select the Display Next Assigned Task to Task Assignee setting. The Screen Interstitial setting displays.
An element configured in this mode shows the Loop iconin Process Modeler.
An element configured in this mode shows the Multi-instance (Parallel) iconin Process Modeler.
An element configured in this mode shows the Multi-instance (Sequential) iconin Process Modeler.
Expand the Documentation panel if it is not presently expanded. The Description setting displays.
In the Description setting, edit the information to display when viewing documentation for this element and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon.
Undo changes: Click on theicon to undo the last action.
Redo changes: Click on theicon to redo the last undone action.
Insert/Edit Link: Click on theicon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
Click on theicon. The Insert/Edit Link screen displays.
Insert/Edit Image: Click on the Insert/Edit Image iconto insert an image. Follow these guidelines:
Click on the Insert/Edit Image icon.
The Insert/Edit Image screen displays:
Toggle the Constrain Proportions iconto maintain the width-height ratio of the image to its original proportion.
Insert Page Break for PDF: Click on the Insert Page Break for PDF iconto insert a page break when a PDF document is created for this documentation if your browser supports this feature.
From the editor toolbar, select theicon.
From the editor toolbar, select theicon.
Change text color: Use the Text Color drop-down to change text color. Click on theicon. The color palette displays. Do one of the following:
Click theicon to select a custom color from the Color Picker.
Click theicon to reset the text to its default color.
From the editor toolbar, use theicon to left-align text.
From the editor toolbar, use theicon to center-align text.
From the editor toolbar, use theicon to right-align text.
From the editor toolbar, use theicon to justify text.
Insert a bullet list: Use theicon to format text as a bulleted list.
Insert a numbered list: Use theicon to format text as a numbered list.
Indent text: Click on theicon to increase text indenting.
Outdent text: Click on theicon to decrease text indenting.
Users / Groups: Select Users/Groups to assign the Task to a specified user or randomly to a group member. When this option is selected, the Assigned Users/Groups drop-down menu displays below the Assignment Type drop-down menu. Notice that the Self Service toggle key is available.
Variable Name (Groups): In the Variable Name (Groups) setting, enter the Request variable that contains the group ID(s) in which its members may be assigned this Task. 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.
Rule Expression: Select Rule Expression to assign the Task's assignee using one or more rules. The rule expressions follow the Friendly Enough Expression Language (FEEL) syntax described in Expression Syntax Components. Notice that the Self Service toggle key is available.
Each rule can only have one expression, but by using logical operators multiple conditions can be specified in that expression. You may use multiple rules to better confine the condition(s) to whom to assign the Task. You may use Magic Variables in your expression syntax. To add an expression, click the addbutton. The Add FEEL Expression settings display.
Enable the Lock User Assignment toggle key to assign this Task to the same Task assignee if workflow in the 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.
Expand the Vocabularies panel if it is not presently expanded. The Assigned setting displays.
Click theicon to add a Vocabulary. The Assign Vocabulary option displays.
Click the Remove iconfrom the Vocabularies setting to remove a Vocabulary from assignment to this element.
See for a description of the element.
See the permissions or ask your Administrator for assistance.
Object Bar: Located at the bottom of the Process Modeler canvas, the Object Bar contains Process model objects, which are easy accessible.
Ensure that the Object panel is visible. If not, click the Add icon from the Object bar at the bottom.
Object Category: The Task object appears in the Object Category section when it is not pinned.
Click the Elements drop-down menu, and then select the Script Task option.
The Sub Process element displays.
Ensure that the object is pinned to the Object bar. If not, it.
Click the Elements drop-down menu, and then select the Script Task option.
The Sub Process element displays.
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After a Sub Process element is , you may replace it with a Task type element:
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Click the Elements icon. The Elements drop-down menu displays the Task type elements and the Sub Process element.
Select the element to replace the Sub Process element. The Change Type screen displays to confirm replacing the currently selected element.
Ensure that the Configuration panel displays. If not, . The Name setting displays. This is a required setting.
The Sub Process element calls a Sub Process when it triggers. The Sub Process is referred to as a "child" Process, while the calling Process is referred to as the "parent" Process. The child Sub Process must in the same ProcessMaker instance as the parent Process and not .
The child Process must have at least one element from which to start its Request. Other Start-type BPMN elements result in an invalid parent Process error when this Sub Process element calls the child Process to start its Request.
To prevent routing for the parent Process's Request from waiting until the child Sub Process's Request completes, use a element preceding the Sub Process element. Use a parallel outgoing element from the Parallel Gateway element to continue routing the parent Process while the Sub Process element waits for the child Sub Process's Request to complete.
Ensure that the Configuration panel displays. If not, . Panels to configure this element display.
Expand the Configuration panel if it is not presently expanded, and then locate the Process setting.
From the Process drop-down menu, select which child Sub Process the Sub Process element calls when it triggers. This is a required setting. After selecting a Process from the Process drop-down menu, the Start Event setting displays. A Start Event element from the selected Process displays in the Start Event drop-down menu.
An element configured in this mode shows the Loop icon in Process Modeler.
An element configured in this mode shows the Multi-instance (Parallel) icon in Process Modeler.
An element configured in this mode shows the Multi-instance (Sequential) iconin Process Modeler.
Panels to configure this element display.Ensure that the Configuration panel displays. If not, . Panels to configure this element display.
A Process's entered documentation displays by selecting the .
Ensure that the Configuration panel displays. If not, . Panels to configure this element display.
Expand the Documentation panel if it is not presently expanded. The Description setting displays.
In the Description setting, edit the information to display when viewing documentation for this element and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon.
Undo changes: Click on theicon to undo the last action.
Redo changes: Click on theicon to redo the last undone action.
Insert/Edit Link: Click on theicon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
Click on theicon. The Insert/Edit Link screen displays.
Insert/Edit Image: Click on the Insert/Edit Image iconto insert an image. Follow these guidelines:
Click on the Insert/Edit Image icon.
The Insert/Edit Image screen displays:
Toggle the Constrain Proportions iconto maintain the width-height ratio of the image to its original proportion.
Insert Page Break for PDF: Click on the Insert Page Break for PDF iconto insert a page break when a PDF document is created for this documentation if your browser supports this feature.
From the editor toolbar, select theicon.
From the editor toolbar, select theicon.
Change text color: Use the Text Color drop-down to change text color. Click on theicon. The color palette displays. Do one of the following:
Click theicon to select a custom color from the Color Picker.
Click theicon to reset the text to its default color.
From the editor toolbar, use theicon to left-align text.
From the editor toolbar, use theicon to center-align text.
From the editor toolbar, use theicon to right-align text.
From the editor toolbar, use theicon to justify text.
Insert a bullet list: Use theicon to format text as a bulleted list.
Insert a numbered list: Use theicon to format text as a numbered list.
Indent text: Click on theicon to increase text indenting.
Outdent text: Click on theicon to decrease text indenting.
Select who may start Requests for the "child" Sub Process selected from the :
Anonymous: Any person may start Requests for the child Sub Process. Ensure that the child Sub Process contains a element configured to allow anonymous ; otherwise, that Start Event element only allows authenticated users to start Requests for the child Sub Process.
By User ID: A user based on a Variable Name value as entered into a during a previous Task in that Request may start Requests for the child Sub Process. For example, if a in a Screen has the Variable Name value of Name
, to contain a user's name, then use that value to thereby select that user to start Sub child Process Requests.
Ensure that the Configuration panel displays. If not, . Panels to configure this element display.
Expand the Assignment Rules panel if it is not presently expanded. The Start Sub Process As setting displays.
Anonymous: Select Anonymous to allow any person to start Requests for the child Sub Process. Ensure that the child Process contains a element configured to allow anonymous ; otherwise, that Start Event element only allows authenticated users to start Requests of the child Sub Process.
Users and/or Groups: Select Users/Groups to choose specific users and/or all members of specific groups may start Requests for the child Sub Process. When this option is selected, the Assigned Users/Groups drop-down menu displays below the Start Sub Process As drop-down menu.
By User ID: Select By User ID to select a user based on a Variable Name value as entered into a during a previous Task in that Request may start Requests for the child Sub Process.
For example, if a in a Screen has the Variable Name value of Name
, to contain a user's name, then use that value to thereby select that user to start child Sub Process Requests. When this option is selected, the Variable Name of User ID Value setting displays.
Assign 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 Sub Process element to validate that Request data complies with the Vocabulary's JSON schema after routing returns from the child Sub Process's Request to the parent Process's Request, but prior to when the Request continues routing for the parent Request. See for more information.
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 . 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.
One or more Vocabularies must be created before assigning a Vocabulary. See . Multiple Vocabularies can be assigned to a Sub Process element.
Ensure that the Configuration panel displays. If not, . Panels to configure this element display.
Click theicon to add a Vocabulary. The Assign Vocabulary setting displays.
If no Vocabularies are configured , then the following message displays: List is empty. Create at least one Vocabulary. See .
Click the Remove iconfrom the Vocabularies setting to remove a Vocabulary from assignment to this element.
Ensure that the Configuration panel displays. If not, . Panels to configure this element display.
Expand the Advanced panel if it is not presently expanded. The Node Identifier setting displays. This is a required setting.