ProcessMaker 4.1
ProcessMaker API Documentation
ProcessMaker Examples
Powered By GitBook
Form Task Element
Add, copy, delete, change the color, align, and configure Form Task elements in your Process model.

Don't Know What a Form Task Element Is?

See Process Modeling Element Descriptions for a description of the Form Task element.

Permissions Required

Your user account or group membership must have the following permissions to configure a Form Task element in the Process model unless your user account has the Make this user a Super Admin setting selected:
    Processes: Edit Processes
    Processes: View Processes
See the Process permissions or ask your Administrator for assistance.

Add a Form Task Element to the Process Model

Follow these steps to add a Form Task element to the Process model:
    1.
    View your Processes. The Processes page displays.
    2.
    Create a new Process or click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Locate the Task element in the Elements and Connectors palette that is to the left of the Process Modeler canvas. If the Hide Menus button
    is enabled, the Elements and Connectors palette displays the Task element's icon
    .
    4.
    Drag the element into the Process model canvas where you want to place it. If a Pool element is in your Process model, the Form Task element cannot be placed outside of the Pool element.
    5.
    Do one of the following:
      From the Elements drop-down menu, select the Form Task option.
      Click anywhere in the Process model. The Form Task element selects by default.
Form Task element
After adding the Form Task element, consider adding either of the following Boundary-type Process model elements to design business solutions when your best-case scenarios don't happen:
After the element is placed into the Process model, you may adjust its location in the following ways:
Moving a Form Task element has the following limitations in regards to the following Process model elements:
    Pool element: If the Form Task element is inside of a Pool element, it cannot be moved outside of the Pool element. If you attempt to do so, Process Modeler places the Form Task element inside the Pool element closest to where you attempt to move it.
    Lane element: If the Form Task element is inside of a Lane element, it can be moved to another Lane element in the same Pool element. However, the Form Task element cannot be moved outside of the Pool element.

Customize the Appearance of a Form Task Element

Customize the Form Task Element's appearance in the following ways:
After a Form Task Element is added to a Process model, optionally customize these aspects of its appearance. Each Form Task Element's appearance may only be changed individually.

Change a Form Task Element's Color

The Form Task element and label are black-colored by default. After a Form Task element is added to a Process model, its shape and label color can be changed. An element color may only be changed individually.
Follow these steps to change the color for a Form Task element:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Form Task element to change its color. Available options display above the selected element.
    4.
    Click the Open Color Palette icon
    . The color palette displays.
    5.
    Do one of the following to change the color:
      Select a color swatch: Select one of the color swatches from the color palette. The Form Task element and label change to that color.
      Specify a custom color: Click the
      icon to display the color selector, and then select a color, enter the Hex color code, or enter the red, green, blue, and alpha color values for the custom color. The Form Task element and label change to that color.
      Reset to the default color: Click the
      icon to reset the Form Task element and label to its default color.

Change a Form Task Element's Icon

A Form Task element displays the
icon in the shape by default.
Follow these steps to change the icon for a Form Task element:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Form Task element to customize. Available options display above the selected element.
    4.
    Click the Open Color Palette icon
    . The color palette displays.
    5.
    Click the
    icon. The Select a custom icon screen displays.
    6.
    From the Search drop-down menu, select the icon to display. The Form Task element's icon changes to the selected icon.
    7.
    Click OK.
To reset the Form Task element to its default icon, click the Reset to Default button from the Select a custom icon screen.

Replace a Form Task Element with a Different Task Type or Sub Process Element

After a Form Task element is added to a Process model, you may replace it with a different Task type or a Sub Process element:
The selected Form Task element is replaced by the default settings and color of the replacing element.
Follow these steps to replace a Form Task element with a different Task type element or a Sub Process element:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Form Type element to change to another element. Available options display above the selected element.
    4.
    Click the Elements icon. The Elements drop-down menu displays the Task type elements and the Sub Process element.
    5.
    Select the element to replace the Form Task element. The Change Type screen displays to confirm replacing the currently selected element.
    6.
    Click Confirm. The new element replaces the Form Task element with its default settings and color.

Copy a Form Task Element

Copying a Form Task element copies the original along with its current settings, making it easier and faster to continue designing without adding default elements or connectors with their default settings.
The copied Form Task element displays below the original. Any Sequence Flow and/or Message Flow elements incoming to or outgoing from the original are not copied.
Follow these steps to copy a Form Task element in your Process model:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Form Task element to copy. Available options display above the selected element.
    4.
    Click the Copy Element icon
    . The Process model element copies.

Delete a Form Task Element

Deleting a Process model element also deletes any Sequence Flow and/or Message Flow elements incoming to or outgoing from that element. For example, if a Process model element is deleted that has both incoming and outgoing Sequence Flow elements, the Sequence Flow elements must be reconnected for the remaining elements/connectors.
Follow these steps to delete a Form Task element from your Process model:
    1.
    View your Processes. The Processes page displays.
    2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
    3.
    Select the Form Task element to delete. Available options display above the selected element.
    4.
    Click the Delete icon
    . The Process model element deletes.

Settings

The Form Task element has the following panels that contain settings:

Configuration Panel Settings

The Form Task element has multiple settings in the Configuration panel:

Edit the Element Name

An element name is a human-readable reference for a Process element. Process Modeler automatically assigns the name of a Process element with its element type. However, an element's name can be changed.
Follow these steps to edit the name for a Form Task element:
    1.
    Select the Form Task element from the Process model in which to edit its name. Panels to configure this element display.
    2.
    Expand the Configuration panel if it is not presently expanded. The Name setting displays. This is a required setting.
    3.
    In the Name setting, edit the selected element's name and then press Enter.

Select the ProcessMaker Screen for the Task

Since Form Task elements are designed to collect or display Request information, specify which Screen a selected Form Task element uses. A Screen must already exist before it can be selected for use in a Form Task element.
Ensure to select a Screen for each Form Task element in your Process model. If a Screen is not specified and Requests are started for that Process, users who are assigned Tasks with no Screens have no way of interacting with the Task.
Follow these steps to select a Screen for a Form Task element:
    1.
    Select the Form Task element from the Process model in which to specify its Screen. Panels to configure this element display.
    2.
    Expand the Configuration panel if it is not presently expanded, and then locate the Screen For Input setting. This is a required setting.
    3.
    From the Screen For Input drop-down menu, select which Screen that Form Task element references. After a Screen is selected, the Open Screen link displays.
    4.
    Optionally, click the Open Screen link to view and/or edit your selected Screen. Note that your user account must have appropriate Screen category permissions to view and/or edit the selected Screen.
If no Screens exist, the Screen For Input drop-down menu contains no options. Ensure to select a Screen for every Form Task element in the Process model before deploying your Process.

Specify When the Task is Due

Specify when a Task in a Form Task element is due from when that Task is assigned to a Request participant.
The Task due date displays for each pending assigned Task. After the specified time expires for a Task, an overdue indicator displays for that Task to the Task assignee.

Total Number of Hours Includes All Hours

Specify due time for a Form Task element in total number of hours. This includes hours not normally associated with business hours, including overnight hours, weekends, and holidays.

Self Service Tasks Can Become Overdue Without a Task Assignee

A Self Service Task can become overdue even though no members of a group have self-assigned that Task: the number of hours that Task is due begins as soon as that Task element triggers. Therefore, if configuring a Self Service Task, consider that the Form Task does not immediately have a Task assignee to do that Task.
When a Form Task element is placed into a Process model, the default period of time for a Task to be due is 72 hours (three days).
Follow these steps to specify when a Form Task element is due:
    1.
    Select the Form Task element from the Process model in which to specify how many hours the Task is due. Panels to configure this element display.
    2.
    Expand the Configuration panel if it is not presently expanded, and then locate the Due In setting.
    3.
    In the Due In setting, specify the total number of hours the Task is due in one of the following ways:
      Enter the number in the Due In setting and then press Enter.
      Hover your cursor over the Due In setting, and then use the spin arrows to increase or decrease the total number of hours by one.

Display the Next Assigned Task to the Task Assignee

When the Display the Next Assigned Task to the Task Assignee setting is used in a Form Task element, a selected Display-type Screen displays after the Task for this Form Task element completes. An interstitial Screen displays while the Request resumes routing. Non-assigned automated actions run as part of that Request while the interstitial Screen displays. The interstitial Screen displays indefinitely until one of the following occurs:
    The Request assigns another Task to the same Task assignee, at which time the new Task displays.
    The Request completes, at which time the Request summary displays.
    The user clicks a link to leave that page to display another location.
Use an interstitial Screen when the expected period of time that the next Task is assigned to the same Task assignee is short; otherwise, the interstitial Screen displays indefinitely without user intervention or the session expires.
Use the Display the Next Assigned Task to the Task Assignee setting in the following ways:
    Tasks that use Conversational-type Screens: During an automated chat-style conversation with the Request participant using the Conversational Forms package, link Conversational Screens together while the Request resumes routing based on previous conversational responses by the participant. See What is a Conversational Screen? for information how to design modern-style chat experiences with Conversational Screens and the Conversational Forms package.
    Tasks that use Form-type Screens: Display a message with a Display-type Screen that reads Loading your next Task while the Request routes to the next Form Task or Manual Task element's Task.
See the tabs below for more information how to use the Display the Next Assigned Task to the Task Assignee setting with Conversational- and Form-type Screens.
After selecting the Display the Next Assigned Task to the Task Assignee setting, the Screen Interstitial setting displays to select which Screen displays between the Tasks. This behavior is different than the default functionality, whereby the To Do Tasks page displays after each Task completes.
The Display the Next Assigned Task to the Task Assignee setting applies only between this Form Task element and the subsequent Form Task element or Manual Task element to which the Request routes.
If the next Task is assigned to a different user or group, then the interstitial Screen displays until that Request completes or another Task is assigned that user.
The Display the Next Assigned Task to the Task Assignee setting has two purposes depending on whether the Form Task element's Task uses a Conversational- or Form-type Screen.
Task Uses a Conversational-type Screen
Task Uses a Form-type Screen

Task Uses a Conversational-Type ProcessMaker Screen

Use the Display the Next Assigned Task to the Task Assignee setting to link Conversational Screens together while the Request resumes routing based on previous conversational responses by the participant. Multiple elements and connectors may perform automatic tasks after this Form Task element's Task and before the next Conversational Screen's Task triggers in that Request. However, the Request participant experiences a seamless conversation between the two Conversational Screens' Tasks while the interstitial Screen displays in the chat box. For example, use a Screen that uses an Image or Rich Text control that displays an animated GIF to imply that the other conversational participant is typing.
Animated GIF in Image control for a Screen to link between Conversational Screens
Non-assigned automated actions run as part of that Request while the interstitial Screen displays. When the Request assigns the next Task to that Task assignee, the new Task displays in the chat box as continued conversation in a seamless chat experience to the Request participant.

Task Uses a Form-Type ProcessMaker Screen

Use the Display the Next Assigned Task to the Task Assignee setting when you understand that this Task assignee will be assigned multiple Tasks during the same Request regardless of whomever that Task assignee is. This becomes convenient for that Task assignee to display the next Task immediately after submitting the current Task in that Request, especially if other elements and connectors are between Form Task and/or Manual Task elements so that Tasks are assigned quickly.
Follow these steps to configure a Form Task element to display an interstitial Screen while the next assigned Task displays to the Task assignee:
    1.
    Select the Form Task element from the Process model in which to configure it to display an interstitial Screen after its Task completes. Panels to configure this element display.
    2.
    Expand the Configuration panel if it is not presently expanded, and then locate the Display Next Assigned Task to Task Assignee setting.
    3.
    Select the Display Next Assigned Task to Task Assignee setting. The Screen Interstitial setting displays.
    4.
    From the Screen Interstitial drop-down menu, select which Display-type Screen to display after this Form Task element's Task completes. This is a required setting.

Documentation Panel Settings

Edit the Element's Description Displayed in Process Documentation

If the Documentation package is installed, describe the element's purpose and how it functions in the Process. This description does not affect Requests for the Process, but may be useful for Process model maintenance such as how the element is configured. Edit information by using the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor.
A Process's entered documentation displays by selecting the View Documentation icon for that Process.

ProcessMaker Package Required

The Documentation package must be installed to view or edit the documentation for a Process element. Use the Documentation package to view documentation for Processes that includes an image of the Process map and entered description of its elements and connectors.
Follow these steps to edit the description for an element:
    1.
    Select the element from the Process model in which to edit its description. Panels to configure this element display.
    2.
    Expand the Documentation panel if it is not presently expanded. The Description setting displays.
    3.
    In the Description setting, edit the information to display when viewing documentation for this element and then press Enter. Alternatively, use the What-You-See-Is-What-You-Get (WYSIWYG) rich text editor to stylize your text by clicking the More icon
    .
    Follow these guidelines to use the WYSIWYG rich text editor to stylize your text:
      Undo changes: Click on the
      icon to undo the last action.
      Redo changes: Click on the
      icon to redo the last undone action.
      Insert/Edit Link: Click on the
      icon to convert the selected text into a hyperlink. Follow these steps to create a hyperlink:
        1.
        Select the required text from the Rich Text control.
        2.
        Click on the
        icon. The Insert/Edit Link screen displays.
        3.
        In the URL setting, enter the destination URL.
        4.
        In the Text to display setting, edit or enter the text displayed in the Rich Text control.
        5.
        In the Title setting, enter the text to display when a user hovers over the displayed text.
        6.
        From Open link in… drop-down menu, select one of these options:
          New window: Select this option to open the destination page in a new browser window.
          Current window: Select this option to open the destination page in the current browser window.
      Insert/Edit Image: Click on the Insert/Edit Image icon
      to insert an image. Follow these guidelines:
        1.
        Click on the Insert/Edit Image icon
        .
        2.
        The Insert/Edit Image screen displays:
        3.
        In the Source setting, enter a URL for the image.
        4.
        In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
        5.
        In the Width setting, enter the maximum width for the image.
        6.
        In the Height setting, enter the maximum height for the image.
        7.
        Toggle the Constrain Proportions icon
        to maintain the width-height ratio of the image to its original proportion.
        8.
        Click Save.
      Insert Page Break for PDF: Click on the Insert Page Break for PDF icon
      to insert a page break when a PDF document is created for this documentation if your browser supports this feature.
      Format text: Follow these guidelines to format text:
        Headings: From the Paragraph/Formats menu, select Headings and then select a heading size.
        Bold: Do one of the following:
          From the editor toolbar, select the
          icon.
          From the Paragraph/Formats menu, select Inline and then Bold.
        Italics: Do one of the following:
          From the editor toolbar, select the
          icon.
          From the Paragraph/Formats menu, select Inline and then Italic.
        Underline: From the Paragraph/Formats menu, select Inline and then Underline.
        Strikethrough: From the Paragraph/Formats menu, select Inline and then Strikethrough.
        Superscript: From the Paragraph/ Formats menu, select Inline and then Superscript.
        Subscript: From the Paragraph/Formats menu, select Inline and then Subscript.
        Code: From the Paragraph/Formats menu, select Inline and then Code.
        Paragraph: From the Paragraph/Formats menu, select Blocks and then Paragraph.
        Blockquote: From the Paragraph/Formats menu, select Blocks and then Blockquote.
        Division: From the Paragraph/Formats menu, select Blocks and then Div.
        Preformatted: From the Paragraph/Formats menu, select Blocks and then Pre.
        Change text color: Use the Text Color drop-down to change text color. Click on the
        icon. The color palette displays. Do one of the following:
          Select one of the color swatches from the color palette. The selected text changes to that color.
            Click the
            icon to select a custom color from the Color Picker.
            Click the
            icon to reset the text to its default color.
        Align text: Follow these guidelines to align text:
          Left align: Do one of the following:
            From the editor toolbar, use the
            icon to left-align text.
            From the Paragraph/Formats menu, select Align and then Left.
          Center align: Do one of the following:
            From the editor toolbar, use the
            icon to center-align text.
            From the Paragraph/Formats menu, select Align and then Center.
          Right align: Do one of the following:
            From the editor toolbar, use the
            icon to right-align text.
            From the Paragraph/Formats menu, select Align and then Right.
          Justify: Do one of the following:
            From the editor toolbar, use the
            icon to justify text.
            From the Paragraph/Formats menu, select Align and then Justify.
        Insert a bullet list: Use the
        icon to format text as a bulleted list.
        Insert a numbered list: Use the
        icon to format text as a numbered list.
        Indent text: Click on the
        icon to increase text indenting.
        Outdent text: Click on the
        icon to decrease text indenting.

Assignment Rules Panel Settings

Select to Whom to Assign the Task

Instead of assign the Task's assignee using one or more rules, select to whom to assign a Task:
    Users and/or groups: Assign that Task randomly to one user from a specified set of users and/or group members. ProcessMaker assigns the Task to one user randomly. If that Task is not configured to allow that Task assignee to reassign that Task, then that person must complete that Task.
    Previous Task assignee: Assign that Task to the previous Task assignee in that Request's workflow.
    Request starter: Assign that Task to the user that started the Request.
    By User ID: Assign that Task to a user based on a Variable Name value as entered into a Screen during a previous Task in that Request. For example, if a Line Input control in a Screen has the Variable Name value of Name, to contain a user's name, then use that value to thereby assign the Task to that user.
    Self Service: Assign that Task to allow any member in a specified group to self-assign any Task from a queue. When this Form Task element triggers, this Task displays in the Self Service Task page for all members of that group.
If this Form Task element is configured to assign the Task to an anonymous person who started this Request via Web Entry, the settings described below are disabled because these Form Task element settings only configure which authenticated user(s) may assigned this Task. Therefore, to configure these settings, either disable Web Entry or select that authenticated users may start Requests from this element via Web Entry. See Web Entry Panel Settings.
To allow the same anonymous person who started that Request or which authenticated users may be assigned the Form Task element's Task via a published URL, do not configure those persons from the Assignment Rules panel. Configure those persons from the Web Entry panel.
Follow these steps to select to whom to assign the Task that is referenced in a Form Task element:
    2.
    Select the Form Task element from the Process model in which to select the Task assignee. Panels to configure this element display.
    3.
    Expand the Assignment Rules panel if it is not presently expanded. The Assignment Type setting displays.
    4.
    From the Assignment Type drop-down menu, select one of the following options:
      Users / Groups: Select Users/Groups to randomly assign the Task to a specified user or group member. When this option is selected, the Assigned Users/Groups drop-down menu displays below the Assignment Type drop-down menu.
      From the Assigned Users/Groups drop-down menu, select the person's full name or the name of a group as the Form Task element's assignee. ProcessMaker assigns the Task to one user/group member randomly.
      Previous Task Assignee: Select Previous Task Assignee to assign the Task to who was assigned the previous Task in this Request.
      Request Starter: Select Request Starter to assign the Task to the Request starter. This is the default option.
      By User ID: Select By User ID to assign the Task to a user based on a Variable Name value as entered into a Screen during a previous Task in that Request. For example, if a Line Input control in a Screen has the Variable Name value of Name, to contain a user's name, then use that value to thereby assign the Task to that user. When this option is selected, the Variable Name of User ID Value setting displays.
      In the Variable Name of User ID Value setting, enter the Variable Name value from which to reference the user to whom to assign the Task.
      Self Service: Select Self Service to allow any member in a specified group to voluntarily self-assign any Task from a queue. When this option is selected, the Assigned Group drop-down menu displays below the Task Assignment drop-down menu.
      From the Assigned Group drop-down menu, select the group from which any of its members can self-assign Tasks from a queue. When this Form Task element triggers, this Task displays in the Self Service Task page for all members of that group.
      Rule Expression: Select Rule Expression to assign the Task's assignee using one or more rules. The rule expressions follow the Friendly Enough Expression Language (FEEL) syntax described in Expression Syntax Components. Each rule can only have one expression, but by using logical operators multiple conditions can be specified in that expression. You may use multiple rules to better confine the condition(s) to whom to assign the Task. You may use Magic Variables in your expression syntax. To add an expression, click the add
      button. The Add FEEL Expression settings display.
      Follow these step to define an expression:
        1.
        In the FEEL Expression setting, enter or edit the expression that determines that Form Task element's Task assignee using the syntax components described in Expression Syntax Components, and then press Enter.
        2.
        From the Assign to User/Group drop-down menu, select the user or group to whom to assign that Task if the expression in the FEEL Expression setting evaluates as True.
        3.
        From the Default Assignment drop-down menu, select a user or group to assign that Task to if none of the expressions evaluate as True.
    5.
    Enable the Lock Task assignment to User toggle key to assign this Task to the same Task assignee if workflow in the Request returns to this Task. If the initial Task assignee was a member of a group, the Task is reassigned to the same group member. This option is useful if the initial Task assignee in the Request might need to provide clarification regarding information that Request participant initially submitted in that Task.
    6.
    Enable the Allow Reassignment toggle key to allow the Task assignee to reassign the Task if necessary. If the Allow Reassignment option is enabled, the Reassign button displays in the Task summary to allow that Task assignee to reassign that Task. See View a Task Summary.
If you enable the Allow Reassignment option, ensure that this Task is assigned to more than one user or to a group. Otherwise, despite the availability of the Reassign button in the Task summary, that Task assignee has no users to which to reassign this Task unless that user started that Request.
If this Form Task element is configured to assign the Task to an anonymous person who started this Request via Web Entry, the settings described below are disabled because these Form Task element settings only configure which authenticated user(s) may assigned this Task. Therefore, to configure these settings, either disable Web Entry or select that authenticated users may start Requests from this element via Web Entry. See Web Entry Panel Settings.

Expression Syntax Components

Use the following expression syntax components to compose the expression that describes to whom is assigned a Task referenced in a Form Task element.
Spaces are allowed before and after expression components, such as arithmetic and comparison operators, to more easily read the expression.
Combine expressions using logical operators. Example: (not approved) or (cost > 500).
Magic Variables can be used in when composing expressions.
Literals
Component
Syntax
Example
string
"hello world" or 'hello world'
FullNameInput == "Louis Canera"
number
100
cost > 500
array
[value1, value2]
myFruit not in ["apples", "oranges"]
Boolean
true and false
directorSigned
Arithmetic Operations
Component
Syntax
addition
+
subtraction
-
multiplication
*
division
/
Logical Operators
Component
Syntax
not
not
and
and
or
or
Comparison Operators
Component
Syntax
equal to
==
not equal to
!=
less than
<
greater than
>
less than or equal to
<=
greater than or equal to
>=
String Operator
Component
Syntax
concatenate matches
~
Array Operators
Component
Syntax
contains
in
does not contain
not in
Range
Component
Syntax
Example
range
..
foo in 1..10

Notifications Panel Settings

Set Task Notifications

Set email notifications for Tasks separately. Settings in the Notifications panel configure Task notifications only within the ProcessMaker application.
Set when notifications regarding Tasks are sent to the following:
    Requester: Send notifications to the Request initiator (referred to as the Request starter) when the Task associated with this Form Task element is assigned and/or completed.
    Task assignee: Send notifications to Task assignees associated with this Form Task element when that Task is assigned and/or completed.
    Request participants: Send notifications to all Request participants of this Process when the Task associated with this Form ask element is assigned or completed.
Follow these steps to set Task notifications in a Form Task element: