Description:
This step routes a task to a specified 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 named “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 step name and a task description. Note: The task step has one incoming and one outgoing connection. Click the Save button. Note: Click the "AI Predict" button to have the Copilot 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 into the selected language. A notification message is displayed in the top-right corner.
- 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 a task description. Provide information about the routed items. Provide a URL to render (external links require internet access). Provide a semicolon-separated list of external email addresses.
- Continue configuring the “task” step's “Optional” properties, as shown below. Select the 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 specified expiration; the connection link is configured as “timeout.”
- Select 'Yes' to have the task wait for the entire duration, even after completion.
-
Task Routing Rules - Select task routing rules (default, task lock, least # of tasks in total, least # of tasks by definition) to be applied during runtime.
- “Default” means the task has no lock status.
- “Task lock” means the task is locked by a user.
- “Least # of tasks in Total” means the task is assigned to the user with the fewest total tasks.
- “Least # of tasks by Definition” means the task is assigned to the user with the least count of tasks by definition.
- Configure task reminders. Click the Add Row (+) button to insert an empty row. Provided the time duration, subject, and message body information. Click the Save button. You can insert multiple Task Reminders using the Add Row function.
- Configure whether the task needs to wait until 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.
- Click the button to enter the email body. Click the button to configure email 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 at runtime. Select “Yes” for mandatory task comments.
- Search for users by the first three characters and select from the list in the left pane using the arrow buttons. The task can be assigned to multiple users.
- The Task can also be assigned to a user by GUID (provided we know the value beforehand). Configure the variable to reference 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 in the left pane.
- Click the Task Reminder to set the task reminder interval. Enable "Send Email Notification" to “On”. Task reminders with a positive value are calculated from the task creation date. Task reminders with a negative value are calculated by subtracting 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 subtracting that duration from the task's due date.
- Use variable references for more meaningful reminder messages, as shown below.
- Use variable 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 execute it. The Task step should route tasks to users.
- Navigate to the Engage - Tasks page to view the Tasks assigned to the resource.
- Note: When routing a Task or Form to the queue, the system recalculates the task's expiration date when it is assigned to a user from the queue.
- The “Logging” setting is necessary for documentation and for tracking workflow progress and percent completion. This is done 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 sends a test email with the configured 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 provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.
Note: Please verify and complete the import process steps for any missing configurations, such as file path references and database connections. Then, save the definition to confirm the changes.