Workflow - Input task

In different Business Process scenarios, you will come across situations where you will need a user to take some action on a form. In such cases, you will create an Input Task in your Workflow and assign a screen as an Input task to the desired user. This user will be notified through a push notification when the task is triggered. Users can then open the task and take the desired action.

Let us now understand how to create and use an Input task.

Adding Input task

Now to add an Input Task in your Workflow, under the Select Task section select the Input task.

Now add a TASK NAME and description (optional)to this task. It is recommended that you use a meaningful name for the task as this text is visible to the user in the Status App whenever the task is executed.

You can put a condition/criteria in WHEN TO EXECUTE, which will be evaluated by the workflow engine to determine whether to execute the current tasks or not. The condition/criteria need to be evaluated to TRUE (boolean TRUE) to execute the task. If you leave the criteria blank, the task will always execute.

You can use dynamic data when the workflows are executed. For example, if you want to display the email address of the user who has initiated/started the workflow, then you can do so using Workflow Keyword INITIATED.INPUTBYEMAIL which has to be put within double curly braces {{}}. This will display the user’s email address in the Status App when the workflow is executed.

It is important to remember that the input task workflow will be triggering a different screen you created for input from the specific user. So click Next, and Select screen to be used for the input task and then select the Submit button from the screen / form that would represent the input action.

The next important thing to do is to link the Query string parameters to the Input task. You can also set the Permission for the fields to be displayed using Set Permissions for Field Display.

Once done you need to configure the setting to Assign the task to a specific user or a group of users.

Assigning a task

After you select the desired screen to open, you need to assign users for the current task under the ASSIGN TASK section. You can assign tasks directly to an individual user or a group of users based on the User Hierarchy.

If you want to assign any time limit to the task, then you can do so by putting the number of hours in the DEADLINE box under the Configuration Section. You can also enable the Reassign Task option if you want to reassign the current task to another user.

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Once all the settings are done, click Done to save the task settings. The newly created tasks will be displayed as shown in the below image. You can add a new task before or after the current by clicking on the corresponding ‘+’ sign.

Note that you can create as many INPUT FORM tasks in the workflow as per your requirements.

Now whenever you run the form for entering the details and then initiating the form for input from the specific person, and click Submit, the input task would be triggered and assigned to the defined person. The manager would be sent a notification about the task.

The input task then derives the input from the previous form and processes it further depending upon the specified actions.

After your complete application is ready you need to Publish it before you can receive the notifications to your mobile or web app. So make sure you publish it and then run it.

On submission of the form with the Input task, the Manager or specific user gets the following approval form. You can also view the details by clicking the icon on the right-hand side of the screen.

Thus we have seen how the Input Task works. The Initiator triggers the action to assign the task that awaits input from the concerned approver.