A Human Task is a task where a digital form is sent to the recipient to gather necessary inputs. The primary purpose of this task is to get inputs from a user. If you need to make a decision and need input, you can use this human task and fetch the required inputs. For example, let us consider an IT team planning to purchase a few assets (computers, servers, etc.) and are not aware of the budget. In this scenario, they can use a human task to get the budget as input from the finance team to make the decision.
Configure Human Task
To configure a Human Task in the process flow, follow the below steps:
- On the left pane, you can find the Tasks section. Drag and drop the Human Task stencil from this section to the builder.
- Click the Human Task stencil to open the Human Task window.
- On the Human Task window, enter a name for the task in the Name field.
- Click the Notification tab and configure the notification details:
- Delivery Mode – Select a delivery mode (channel) from the drop-down list. If it is already selected and you wish to change it, then click Override and choose from the list.
- Input Form – Select an input form from the drop-down list or you can create a new form.
- Subject – Enter a subject for the notification mail.
- Message – Enter the relevant text related to the notification. Click {…} to add variables to the message.
- Click the Assignment tab to configure the recipient settings. You can select any of the below options:
- Single Recipient – If selected, you can send the response to the recipient configured in this section.
- Enter the recipient email address in the Recipient ID field.
- Multiple Recipients – If selected, you can send the response to multiple recipients configured in this section.
- Enter recipient email addresses separated by a comma in the Recipient ID field.
- Under the Assignment Logic section, select an option:
- Assign to All – If selected, the system assigns the task to all recipients.
- Least Occupied – If selected, the system assigns the task to the recipient with the least number of open tasks.
- Group – If selected, you can send the response to a group. Only one of the recipients from the group can complete the task.
- Enter the group email addresses separated by a comma in the Group ID field.
- You can also click {…} to add process variables.
- Single Recipient – If selected, you can send the response to the recipient configured in this section.
- Click the Timer tab to set the deadline to complete the task.
- By default, the deadline option is disabled. Turn on the toggle to enable it.
- After you enable it, enter a proper date and time in the Resolve Within field.
- Under the Reminders and Escalations section, you can perform the following:
- Set Reminders – Select the checkbox to enable it and enter a proper date and time in the Remind field.
- Escalations – Select the checkbox to enable it. In the Escalate field, enter the date and time to trigger the escalation. In the Escalate to field, enter the email address of a Manager/Admin to send the escalation notification.
- Close the Human task window.