Form Task

A Form 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 form 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 form task to get the budget as input from the finance team to make the decision.

Configure Form Task

To configure a Form Task in the process flow, follow the below steps:

1. On the left pane, you can find the Tasks section. Drag and drop the Form Task stencil from this section to the builder.
2. Click the Form Task stencil to open the Form Task window.
3. On the Form Task window, enter a name for the form task in the Name field.
4. Click the Notification tab and configure the notification details:
   1. 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.
   2. Input Form – Select an input form from the drop-down list or you can create a new form.
   3. Subject – Enter a subject for the notification mail.
   4. Message – Enter the relevant text related to the notification. Click {…} to add variables to the message.
5. Click the Assignment tab to configure the recipient settings. You can select any of the below options:
   1. Single Recipient – If selected, you can send the response to the recipient configured in this section.
      1. Enter the recipient email address in the Recipient ID field.
   2. Multiple Recipients – If selected, you can send the response to multiple recipients configured in this section.
      1. Enter recipient email addresses separated by a comma in the Recipient ID field.
      2. Under the Assignment Logic section, select an option:
         1. Assign to All – If selected, the system assigns the task to all recipients.
         2. Least Occupied – If selected, the system assigns the task to the recipient with the least number of open tasks.
   3. Group – If selected, you can send the response to a group. Only one of the recipients from the group can complete the task. 
      1. Enter the group email addresses separated by a comma in the Group ID field.
      2. You can also click {…} to add process variables.
6. Click the Timer tab to set the deadline to complete the task.
   1. By default, the deadline option is disabled. Turn on the toggle to enable it.
   2. After you enable it, enter a proper date and time in the Resolve Within field.
   3. Under the Reminders and Escalations section, you can perform the following:
      1. Set Reminders – Select the checkbox to enable it and enter a proper date and time in the Remind field. 
      2. 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.
7. Close the Form task window.