ProcessMaker 4.2
ProcessMaker API Documentation
ProcessMaker Examples
Deprecation Notices
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. 1.
    View your Processes. The Processes page displays.
  2. 2.
    Create a new Process or click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
  3. 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. 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. 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. 1.
    View your Processes. The Processes page displays.
  2. 2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
  3. 3.
    Select the Form Task element to change its color. Available options display above the selected element.
  4. 4.
    Click the Open Color Palette icon
    . The color palette displays.
  5. 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. 1.
    View your Processes. The Processes page displays.
  2. 2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
  3. 3.
    Select the Form Task element to customize. Available options display above the selected element.
  4. 4.
    Click the Open Color Palette icon
    . The color palette displays.
  5. 5.
    Click the
    icon. The Select a custom icon screen displays.
  6. 6.
    From the Search drop-down menu, select the icon to display. The Form Task element's icon changes to the selected icon.
  7. 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. 1.
    View your Processes. The Processes page displays.
  2. 2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
  3. 3.
    Select the Form Type element to change to another element. Available options display above the selected element.
  4. 4.
    Click the Elements icon. The Elements drop-down menu displays the Task type elements and the Sub Process element.
  5. 5.
    Select the element to replace the Form Task element. The Change Type screen displays to confirm replacing the currently selected element.
  6. 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. 1.
    View your Processes. The Processes page displays.
  2. 2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
  3. 3.
    Select the Form Task element to copy. Available options display above the selected element.
  4. 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. 1.
    View your Processes. The Processes page displays.
  2. 2.
    Click the Open Modeler icon
    to edit the selected Process model. Process Modeler displays.
  3. 3.
    Select the Form Task element to delete. Available options display above the selected element.
  4. 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. 1.
    Select the Form Task element from the Process model in which to edit its name. Panels to configure this element display.
  2. 2.
    Expand the Configuration panel if it is not presently expanded. The Name setting displays. This is a required setting.
  3. 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. 1.
    Select the Form Task element from the Process model in which to specify its Screen. Panels to configure this element display.
  2. 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. 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. 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. 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. 2.
    Expand the Configuration panel if it is not presently expanded, and then locate the Due In setting.
  3. 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 ProcessMaker 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 in the following circumstances:
    • Next Task is for the same Task recipient: Design a Screen that reads Loading your next Task while the Request routes to the next Form Task or Manual Task element's Task for the same Task assignee.
    • A Script Task element, then an End Event element, follow this Form Task element: If a Script Task element, and then an End Event element, immediately follow this Form Task element with connecting Sequence Flow elements (see example below), then use the Display the Next Assigned Task to the Task Assignee setting to ensure that a Screen that summarizes that completed Request displays.
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.
Interstitial Screen usage have the following limitations:
  • Interstitial Screens inside of a child Process's Request only redirect to Tasks in that Request and its parent Request. However, if the Interstitial Screen is three or more levels removed from its source Request, Tasks are not redirected.
  • An Interstitial Screen inside of a child Request that directly follows a Web Entry Start Event element can not redirect back to the parent Request. Instead the Interstitial Screen may only redirect to Tasks in the child Request.
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.
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. 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. 2.
    Expand the Configuration panel if it is not presently expanded, and then locate the Display Next Assigned Task to Task Assignee setting.
  3. 3.
    Select the Display Next Assigned Task to Task Assignee setting. The Screen Interstitial setting displays.
  4. 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.

Loop Characteristics Panel Settings

Specify Characteristics to Perform Multiple Instances of the Task

Use the Loop Characteristics panel settings to specify how to perform multiple instances of this element. The following loop modes are available for this element:
  • No Loop Mode: Select the No Loop Mode option to perform this element's Task only once.
  • Loop: Select the Loop option to sequentially repeat this element's Task multiple times until an exit condition is True. This is useful when a Task should be performed multiple times with the same set of data, such as, processing a credit card payment. This loop mode has the following characteristics:
    • The element's Task is repeated until the exit condition is True or the maximum iterations limit is reached.
    • At any given time, only one instance of the Task is active. The subsequent instance does not begin until the current instance completes.
    • The same exit condition evaluates at the end of each instance; however, value(s) of the Request variable(s) used in the exit condition can change during an instance resulting in the exit condition to eventually evaluate as True.
    • If any one instance of that Task does not complete, workflow pauses.
    • All active instances are terminated if an interrupting boundary-type event element triggers.
    • An element configured in this mode shows the Loop icon
      in Process Modeler.
  • Multi-instance (Parallel): Select the Multi-instance (Parallel) option to perform this element's Task multiple times in parallel a fixed number of times. This is useful when performing any action in bulk, such as sending an email to several people. This loop mode has the following characteristics:
    • Instances of the Task are governed by the size of an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this Task that each contains data from its respective array index.
    • All instances begin simultaneously when this element triggers; however, they perform their Task independently of each other.
    • The Task as a whole completes when all instances are complete.
    • The output from each instance can either be saved in the source Request variable or a new array-type Request variable.
    • All active instances terminate if an interrupting boundary-type event element triggers.
    • An element configured in this mode shows the Multi-instance (Parallel) icon
      in Process Modeler.
  • Multi-instance (Sequential): Select the Multi-instance (Sequential) option to perform this element's Task multiple times sequentially a fixed number of times or until an exit condition is True. This is useful when sequentially repeating a Task multiple times but with a different set of data each time. This loop mode has the following characteristics:
    • Instances of the Task are governed by the size an array-type Request variable where a new instance is created for each item in this variable. For example, an array with 10 items will create 10 parallel instances of this Task that each contains data from its respect array index.
    • At any given time, only one instance of the Task is active. The subsequent instance does not begin until the current instance completes.
    • At the end of each instance an exit condition evaluates and the loop activity halts if the exit condition is True.
    • The Task as a whole completes when all instances are complete.
    • The output from each instance can either be saved in the source Request variable or a new array-type Request variable.
    • All active instances terminate if an interrupting boundary-type event element triggers.
    • An element configured in this mode shows the Multi-instance (Sequential) icon
      in Process Modeler.
Follow these steps to specify characteristics to perform multiple instances of the Task:
  1. 1.
    Select the element from the Process model in which to specify multiple instance characteristics. Panels to configure this element display.
  2. 2.
    Expand the Loop Characteristics panel. The Loop Characteristics setting displays. By default, Loop Activity is set to No Loop Mode and the Task is performed only once.
  3. 3.
    From the Loop Mode setting, select one of the following options to perform this element's Task more than once.
    • Loop: Select the Loop option. The settings for this loop mode display:
      Follow these steps:
      1. 1.
        In the Maximum Iterations setting, enter an integer value representing the maximum number of times this Task should be performed.
      2. 2.
        In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.
    • Multi-instance (Parallel): Select the Multi-instance (Parallel) option. The settings for this loop mode display:
      Follow these steps:
      1. 1.
        In the Request Variable Array setting, enter the name of an array-type Request Variable. The size of this array will determine how many times this loop iterates.
      2. 2.
        In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.
    • Multi-instance (Sequential): Select the Multi-instance (Sequential) option. The settings for this loop mode display:
      Follow these steps:
      1. 1.
        In the Request Variable Array setting, enter the name of an array-type Request Variable. The size of this array will determine how many times this loop iterates.
      2. 2.
        In the Exit Condition setting, enter a condition in FEEL syntax. When this condition is True the loop activity is halted.
      3. 3.
        In the Output Data Variable setting, enter the name of an array-type Request variable in which to store the results of all instances. Each instance of the loop saves to a separate JSON object within the array of the specified Request variable. If the Output Data Variable setting is not configured, then the output data replaces the source data in the Request Variable Array.

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.

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. 1.
    Select the element from the Process model in which to edit its description. Panels to configure this element display.
  2. 2.
    Expand the Documentation panel if it is not presently expanded. The Description setting displays.
  3. 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. 1.
        Select the required text from the Rich Text control.
      2. 2.
        Click on the
        icon. The Insert/Edit Link screen displays.
      3. 3.
        In the URL setting, enter the destination URL.
      4. 4.
        In the Text to display setting, edit or enter the text displayed in the Rich Text control.
      5. 5.
        In the Title setting, enter the text to display when a user hovers over the displayed text.
      6. 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. 1.
        Click on the Insert/Edit Image icon
        .
      2. 2.
        The Insert/Edit Image screen displays:
      3. 3.
        In the Source setting, enter a URL for the image.
      4. 4.
        In the Alternative Description setting, enter the text to display if the source URL of the image is not accessible.
      5. 5.
        In the Width setting, enter the maximum width for the image.
      6. 6.
        In the Height setting, enter the maximum height for the image.
      7. 7.
        Toggle the Constrain Proportions icon
        to maintain the width-height ratio of the image to its original proportion.
      8. 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 specifying 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.
  • Process Manager: That Task assigns to the manager of the Process when all other configured assignment conditions do not occur. The Process Manager understands the Process design and workflow dynamics to troubleshoot Request routing incidents. The Process Manager is an optional user assigned this role from the Process's configuration. Use this Task assignment type in Process model design as a fail-safe for the following circumstances in Request workflow:
    • The Request routes to a Task assignee whose user account is inactive.
    • The Request routes to the Task assignee's manager, but that user's account is not configured with a manager.
    • Task assignee does not have a user account manager, and is a member of two or more groups which each have different managers.
    • The Request routes to a Task assignee in which that user's account is set with the following statuses:
      • The user's account is set to Out of Office status, but not configured with a delegated user to assign new Tasks while with this status.
      • The user's account is set to Scheduled status, is not scheduled to work when the Task is assigned, and is not configured with a delegated user to assign new Tasks.
      The Process Manager is assigned the Task in that Request, and may then indicate how to route 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.
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:
  1. 2.
    Select the Form Task element from the Process model in which to select the Task assignee. Panels to configure this element display.
  2. 3.
    Expand the Assignment Rules panel if it is not presently expanded. The Assignment Type setting displays.
  3. 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. 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. 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. 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.
    • Process Manager: Select Process Manager to assign the Task to the Process Manager. This option is only available if the Advanced User package is installed. Ensure to configure the Process Manager for this Process.
  4. 5.
    Enable the Lock User Assignment 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.
  5. 6.
    Enable the Escalate To Manager toggle key to automatically reassign this Task to the Task assignee's manager. This setting is only available if the Advanced User package is installed. As part of the Advanced User package, an Administrator can configure the manager for each user.
  6. 7.
    Enable the Assignee Manager Escalation toggle key to allow users to manually assign this Task to their manager. When this toggle key is selected, the Escalate to Manager button appears when viewing a Task's summary. This setting is only available if the Advanced User package is installed. As part of the Advanced User package, an Administrator can configure the manager for each user.
  7. 8.
    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.

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.
  • Process Manager: Send notifications to the Process Manager when the Task associated with this Form Task element is assigned or completed. This option is only available if the Advanced User package is installed. Ensure to configure the Process Manager for this Process.
Follow these steps to set Task notifications in a Form Task element:
  1. 1.
    Select the Form Task element from the Process model in which to set Task notifications. Panels to configure this element display.
  2. 2.
    Expand the Notifications panel if it is not presently expanded. Settings display to set Task notifications.
  3. 3.
    From the Requester settings, set Task notifications for the Request starter following these guidelines:
    • Enable the Assigned setting to notify the Request starter when the Task associated with this Form Task element is assigned. Otherwise, disable this setting to not send this notification.
    • Enable the Completed setting to notify the Request starter when the Task associated with this Form Task element is completed. Otherwise, disable this setting to not send this notification.
    • Enable the Due setting to notify the Request starter when the Task associated with this Form Task. Otherwise, disable this setting to not send this notification.
  4. 4.
    From the Assignee settings, set Task notifications for assignees of this Task element following these guidelines:
    • Enable the Assigned setting to notify Task assignees associated with this Form Task element when they are assigned this Task. Otherwise, disable this setting to not send this notification.
    • Enable the Completed setting to notify Task assignees associated with this Form Task element when they complete this Task. Otherwise, disable this setting to not send this notification.
    • Enable the Due setting to notify Task assignees associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.
  5. 5.
    From the Participants settings, set Task notifications to all Request participants of this Process following these guidelines:
    • Enable the Assigned setting to notify all Request participants of this Process when the Task associated with this Form Task element is assigned. Otherwise, disable this setting to not send this notification.
    • Enable the Completed setting to notify all Request participants of this Process when the Task associated with this Form Task element is completed. Otherwise, disable this setting to not send this notification.
    • Enable the Due setting to notify all Request participants of this Process when the Task associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.
    • Enable the Due setting to notify the Request starter when the Task associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.
  6. 6.
    From the Process Manager settings, set Task notifications for the Process Manager following these guidelines:
    • Enable the Assigned setting to notify the Process Manager when the Task associated with this Form Task element is assigned. Otherwise, disable this setting to not send this notification.
    • Enable the Completed setting to notify the Process Manager when the Task associated with this Form Task element is completed. Otherwise, disable this setting to not send this notification.
    • Enable the Due setting to notify the Process Manager when the Task associated with this Form Task element is due to be completed. Otherwise, disable this setting to not send this notification.

Email Notifications Panel Settings

Overview

Looking for ProcessMaker Notifications?

Set ProcessMaker application notifications for Tasks separately. Settings in the Email Notifications panel configure only email notifications for Tasks.

Package Required

The Email Notification panel is available only when the Send Email package is installed.
The following may be email Task notification recipients:
  • Users and/or group members.
  • Specific email addresses for individuals who are not users in your ProcessMaker instance.
The email body for the Task notification may be plain text or referenced from an Email-type Screen. If referencing the email body from a Display-type Screen, you may use the value from a Screen's Variable Name setting as a variable in this setting. For example, if your Process model references a Screen that contains a Line Input control with the Variable Name setting value of EmailAddress into which the Request participant enters an email address, use mustache syntax {{EmailAddress}} to use that Line Input control's value in the Screen.
Set when email Task notifications are sent to email recipients:
  • Task trigger: Send email notifications when the Task triggers.
  • Task completion: Send email notifications when the Task completes.
  • Conditionally when a Request data object or Magic Variable meets a specific setting or condition: Specify an expression to conditionally send the email notification when a Request data object or Magic Variable meets a specific setting or condition. Specify this condition using an expression syntax described in Expression Syntax Components.
An email notification is an aggregate of multiple settings in the Email Notifications panel:
After setting an email notification, the following settings are available:

Set the Email Notification's Subject and Body Content

Follow these steps to set the email Task notification's subject and body content in a Form Task element:
  1. 1.
    Select the Form Task element from the Process model in which to set email Task notifications. Panels to configure this element display.
  2. 2.
    Expand the Email Notifications panel if it is not presently expanded. The Notifications setting displays.
  3. 3.
    Click the icon
    to add an email notification. The Add Notification settings display.
  4. 4.
    From the Subject setting, revise the default text if necessary that displays as the email subject. By default, ProcessMaker displays the current Form Task element's Name setting as part of the Subject setting.
  5. 5.
    From the Body setting, select one of the following options:
    • Plain Text:
      Select the Plain Text option to enter plain text to display as the email body. This is the default option. Follow these steps:
      1. 1.
        From the Body setting, ensure that the Plain Text option is selected.
      2. 2.
        In the setting below the Plain Text option, revise the default text if necessary that displays as the email body. By default, ProcessMaker displays the current Form Task element's Name setting as part of the Plain Text option.
    • Display Screen:
      Select the Display Screen option to select an Email-type Screen from which to display its content as the email body. Follow these steps:
      1. 1.
        From the Body setting, ensure that the Display Screen option is selected.
      2. 2.
        From the drop-down menu below the Display Screen option, select from which Screen to display its content as the email body. Only Email-type Screens display from this drop-down menu.
      3. 3.
        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.

Set Recipients for This Email Notification

These instructions continue from the Set the Email Notification's Subject and Body Content section. An email notification is an aggregate of multiple settings in the Email Notifications panel for a selected Form Task element.
Use the Add a Recipient setting to set which users, groups, and/or email addresses to send this email notification. Follow these steps:
  1. 2.
    From the Add a Recipient setting, select the recipient(s) of this email. To remove an email recipient that is currently added, click the
    icon. Choose one of these options:
    • Users and Groups: Send this email to ProcessMaker user(s) or group(s). When this option is selected, the Send to Users and Groups setting displays. Select a user or group from the available list.
    • Requester: Send this email to the user who started this Request.
    • Participants: Send this email to all users participating in this Request.
    • User ID: Send this email to a user based on the value of a Request variable. When this option is selected, the Send to User ID setting displays. Enter a variable name in this setting. A valid user name must be assigned to this variable in a previous step in the Request.
    • Email Address: Send this email to the entered email address. When this option is selected, the Send to Email Address setting displays. Enter a single email address or multiple email addresses separated by commas with no spaces.
      Alternatively, enter a Request variable in mustache syntax that contains a comma delimited string of multiple email addresses.
    • Process Manager: Send this email to the Process Manager assigned in the Process's configuration.

Select Files to Attach to This Email Notification

These instructions continue from the Set Recipients for This Email Notification section. An email notification is an aggregate of multiple settings in the Email Notifications panel for a selected Form Task element.
Use the Attach File