User Task

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1 Introduction

User task allows you to assign a workflow task to a certain user or a group of users.

For example, you can add filters and assign a task to users with the Manager role:

User Task Example

When the workflow reaches the user task activity, the task is created and will be displayed in the Task inbox if you are using the Workflow Commons module:

Task Inbox

2 Properties

User task properties consist of the following sections:

2.1 Common Section

Name is the internal name of the user task. When referring to the user task in the app you will use this name. It must be unique within the workflow, but you can have two user tasks with the same name in different workflows.

2.2 Display Information Section

2.2.1 Task Name

Task name is stored in the System module on the UserTask entity as an attribute and its data can be dynamically displayed in the running app. If you are using the Workflow Commons module, the Task name is used in page templates and on preconfigured pages to identify the task.

For more information on using parameters, see the Parameters section below.

2.2.2 Task Description

Task Description is stored in the System module on the UserTask entity as an attribute and its data can be dynamically displayed in the running app. If you are using the Workflow Commons module, the Task description is used in page templates.

The Task description can contain parameters that are written between braces, e.g. {1}.

2.2.3 Parameters

Parameters are attributes the value of which will be displayed. For example, you can display when the task is due using the DueDate parameter.

To view Parameters, click the ellipsis icon next to the Task name or Task description in properties depending on where you would like to display these parameters.

Parameters have the following settings:

  • Index – an identification number of a parameter
  • Expression – an XPath expression that will be displayed
2.2.3.1 Adding New Parameters

To add a parameter to the Task name or the Task description, do the following:

  1. Click the ellipsis icon next to the Task name or the Task description.

  2. In the Edit task name/description dialog box > Parameters section, click the New button.

  3. In the Template Parameter (String) dialog box, specify the expression, and confirm your choice:

    Parameter Example

  4. In the Template setting, write the text you would like to display and type Index of the parameter you would like to include. For example, you can add a template for the Task description specifying the name of the workflow and what the workflow due date is :

    Task Description Example

2.2.3.2 Performing Other Actions on Parameters

In addition to adding new parameters, you can perform the following actions on parameters:

  • Delete – to delete a parameter click Delete or press Delete on your keyboard
  • Edit – double-click a parameter to edit it or click Edit
  • Move up – to move a parameter up in the list of parameters and also to change its index, click Move up
  • Move down – to move a parameter down in the list of parameters and also to change its index, click Move down

2.3 Due Date Section

Due by is stored in the System module on the UserTask entity as an attribute and its data can be dynamically displayed in the running app. For example, you can use it to set a deadline for the user task and display it in your app. However, this is not an automatic reminder but rather a deadline you reference when keeping track of the user task. If you are using the Workflow Commons module, Due by is used in page templates and preconfigured dashboards.

2.4 Events Section

On Created event allows you to select a microflow that is executed immediately after users have been determined for a newly created task instance. You can use this setting for a microflow that will send an email notification about the user task to the assigned users.

2.5 General Section

Caption defines a title of the user task.

2.6 Outcomes Section

The outcomes property allows you to create new outcomes for the user task. Outcomes are translated into different outgoing paths of the user task and can be referred to by other elements, such as a button. For example, you have a process when you need to approve or reject a request. One button on a task page can refer to the Approve outcome of the user task, while another one can use the Reject outcome.

2.7 Security Section

Allowed roles defines which module role the user must have to be able to execute the user task.

2.8 Task Page Section

Task page is the page that an assigned user will use to inspect their task and complete it. You can also allow users to add comments or attachments on this page.

If you generate the page using the templates in the Workflows Commons module, these templates contain necessary data containers and associated context entity.

2.9 User Assignment Section

2.9.1 Assign User Task Using

Assign user task using allows you to manage what users will the task be assigned to. You can filter users using XPath or implement more flexible logic and add several checks using a microflow.

Possible options of this property are described in the table below:

Option Description
XPath Allows you to filter users who should be assigned the user task. For example, you can assign a certain task only to users with the Manager user role. You can use attributes of the of the User Entity set in Project Settings.
Microflow Allows you to assign the user task to certain users. Using microflow you can check, for example, which users have the right to approve user tasks and are currently not on vacation and assign the task only to users who passed the check.
The return type of the microflow should be the User Entity set in Project Settings.

2.9.2 XPath Constraint

Specifies the expression used to assign the user task. This option is displayed only when the Assign user task using is set to XPath.

2.9.3 Microflow

Specifies the microflow used to assign the user task. This option is displayed only when the Assign user task using is set to Microflow.

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