Description:
This step routes a task to a selected number of users.
Inputs
- routeTo – Select users to route to
- routeToRoles – Select roles to route to
- taskDesc – Description of the task
- taskBody – Body of the task/task description
- routedItem – Item that is routed
- showURL – URL to render within the task
- emailAddressses- Email addresses to route the task to
- priority – Priority of the task
- daysToComplete - # of days, minutes, hours, and months to complete the task by
- expiryType – Task expire type
- includeWeekends – Include Weekends
- useFullDuration - the task uses the full duration and continues
- taskRoutingRules- Task routing rules types
- taskReminder- Set task reminder to send reminder emails
- waitForAll – Yes = all users must act on the task, No = requires only 1 user to act on the task
- storeRouteToUsers – variable to store what users the task was routed to
- sendEmailNotifications – Yes = email notification will be sent to each user for the task
- fromEmail – From email address
- emailSubject – Subject of the email message
- emailBody – Body of the email message
- emailFiles – Email file attachments
- sendExpireEmail - Send expired email notification
- sendAckLink - Send acknowledgment link
- approveButtonLabel--Label for approval button
- rejectButtonLabel--Label for reject button
- hideRejectButton--Hide reject button
- userCanReAssign – Yes/No. Users can re-assign tasks to another active user during run time.
- commentRequired - User comments are required mandatory
Returns
- completed – task was approved and completed
- rejected – task was rejected
- timeout - task timed out
Step Returns Collection
The following step properties contain return values when the task is completed or rejected (run time).
- stepReturn.routeTo – Includes the user's GUID reference
- stepReturn.completedByUsers – Includes the user's GUID reference
- stepReturn.rejectedUserList - Includes the user's GUID reference
Usage:
Example:
Let’s build and execute the “taskDef” example.
- Create a new process definition called “taskDef” and open it in Designer mode.
- Drag the “Task and Placeholder" steps to the canvas.
- Click the “Task” step to configure its “Required” properties. Provide a name for the step. Provide a task description. Note: The task step has one incoming and one outgoing connection. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description.
- Click the globe icon to globalize the task step using the following UI. Select the language from the dropdown list. Click the “Translate” button to convert the description to the chosen language. Click the Save button.
- Click the “Task” step to configure its “Optional” properties. Click the button to select the users to route to. Next, click the button to choose the application role (users) to route to. Provide the task detail description. Provide information on items that are routed. Provide a URL link to render (external links require internet access). Provide an external email address list (semi-colon separated).
- Continue configuring the “task” step's “Optional” properties, as shown below. Select task priority from the list (low, medium, high, normal, urgent). Select the task expiration type (days, hours, months, minutes). Provide the task completion duration value. Select the 'Include weekends' option as 'Yes' if desired. The task shall continue the process path after the expiration provided; the connection link is configured as “timeout.”
- Select 'Yes' for the task to wait for the entire duration, even after completion.
- Task locks - select task routing rules (default, task lock, least # of tasks in total, least # of tasks by definition). “Default” means the task has no lock status during run time. “Task lock” refers to a task that is locked by one of the users during runtime. A task is assigned to the user with the fewest tasks by count during runtime. The task is assigned to one of the users with the least number of tasks by time duration during runtime. Configure the task reminders. Configure if the task needs to wait till all users have responded (when routed to more than one user). Provide a variable or global reference to store the list of routed users upon task completion. The variable may be created before or after the process definition is saved. Select “Yes” to send an email notification (the Status determines the notification duration - Status - Settings - Email - Notifications section). Select “Yes” if separate emails are to be sent to users (separate task ID URLs). Provide the FROM email address (other than the default). Provide the email subject text. Click the button to configure email attachments on the app server.
- Continue configuring the “task” step's “Optional” properties, as shown below. Click the button to provide the email content (body). Click the button to configure the email file attachments (from the app server path). Provide an Email CC list (semicolon-separated). Select “Yes” to send expired notifications (the Status determines the notification duration - Status - Settings - Email - Expired Task Notifications section). Select “Yes” to email an acknowledgment link. Provide new text to change the Approve and Reject button labels (e.g., OK and Not OK). Select “Yes” to hide the Reject button. Select “Yes” to reassign the task during runtime. Select “Yes” for mandatory task comments.
- Search for users (by first three chars) and select from the list on the left pane using the arrow buttons. The task can be assigned to multiple users.
- The Task can also be assigned to a user GUID (provided we know the value beforehand). Configure and give the variable containing the reference to the user's GUID. The username selection should be empty as the function is mutually exclusive, as shown in the image below.
- The Task can also be assigned to users grouped by application role. Use the arrow buttons to select from the list on the left pane.
- Click the Task Reminder to set task reminder intervals. Enable "Send Email Notification" to “On”. Task reminders configured with a positive value are calculated from the task creation date. Task reminders configured with a negative value are calculated by reducing that duration from the task's due date. The task reminder message body supports line breaks.
- Task reminders configured with a negative value are calculated by reducing that duration from the task's due date.
- Use Variable(s) references for more meaningful reminder messages, as shown below.
- Use Variable(s) references for more meaningful reminder messages, as shown below.
- Click the Email body and use the existing template (you can also edit it) as the email body, or create a custom template.
- Click the Replace Link(s) or Variable(s) or Global(s) and select any reference to add a more meaningful email message.
- Save the process definition, create a process instance, and then execute it. The Task step should route tasks to users.
- Navigate to the Engage - Tasks page to view the Tasks routed to the resource.
- Note: When routing a Task or Form to the queue, the system recalculates the task expiration date when it is assigned to a user from the queue.
- The “Logging” setting is necessary for documentation and measures workflow progress and percent completion. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties. The "Send Test Mail" feature is provided to send a test email with the contents configured in the email body to the current (logged-in) user.
Learn how to use Replace Links in the task email body.
Definition Sample:
You may download the sample definition(s) from the link here and later import them (drag-and-drop) to your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.
Note: Please verify and complete the process steps for any missing configurations, such as file path references and database connections, after import. Then, save the definition to confirm the changes.