Human Task

The Human Task allows you to perform an approval action. When you build a process flow that requires an approval action to be performed, the human task helps you perform that action. For example, let us consider an employee leave request. An employee has submitted a leave request. The system fetches the employee’s reporting Manager’s information and assigns the leave request task. Here, the Manager must approve or reject the leave request. To perform this approval action, you need a human task to be configured in the process flow. This human task helps you to configure task outcomes like Approve, Reject, and Custom outcomes. Based on the conditions set in the corresponding Split stencil, the Manager can approve or reject the request. 

The Human Task also lets you assign a digital form, which is sent to the recipient to gather necessary 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, use a form in the human task to get the budget as an 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:

1. On the left pane, you can find the Tasks section. Drag and drop the Human Task stencil from this section to the builder.
2. Click the Human Task stencil to open the Human Task window.
3. On the Human Task window, click the Task tab and enter the following details:
   
   • Name – Enter a name for the human task.
   • Task Outcomes- You can find Approve and Reject options. Choose to approve or reject the task. You can also rename these options or click Add an Outcome to add more options like On-Hold.
   • Select the Save result outcome as a variable check box to assign a variable name to the outcome and use it in the JavaScript code.
   • Select the Form Options to enable this if this task requires users to fill an existing form or create a new form to gather input from users.
   • Under the Form Options, click the Add Access Control link to set permissions. It lands you on the Forms page and you can add a component in the master form. You can only update Read-only, Is-Visible, and Visibility settings through access control.
   • Under the Pre-populated fields, click the Add Field drop-down list to select the preexisting fields that you want to display in the form for gathering information.
     
4. Click the Notifications tab to configure the notification settings.
   • • Select a Delivery Channel from the drop-down list. You can either select all channels or any specific channel that available for this app. For example, you can select channels such as Bot,  Slack and Email. These are the channels to notify users of important updates, delivering alerts, or sending data to users.
     • Select the Register response via action buttons check box to add dialog to the bots selected to send the human task result to the process app.
     • Under the Message section, enter the following details:
       • Subject – Enter the subject for the response mail.
       • Compose Message – Enter the details of the response message.
       • Click {..} to add variables to the message.
     • Select the Apply config to self-service portal check box to apply configuration changes to the portal.
       
5. 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.
         
6. 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 Before field. 
     • Escalations – Select the checkbox to enable it. In the Escalate after 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.
       
7. Close the Human Task window