User Task
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:
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:
Properties
User task properties consist of the following sections:
- General
- Due date
- Targeted users
- Outcomes
- Task page
- Display information
- Events
- Boundary events
- Common
General Section
Caption defines a title of the user task.
Due Date Section
Due date 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 date is used in page templates and preconfigured dashboards.
The Due date section properties are described in the table below:
| Property | Description |
|---|---|
| None | No due date is set. |
| Duration | You can set the deadline for the user task with the Due in option, which indicates the number of hours, days, or weeks the task is due in. Possible values of the property are the following ones:
|
| Expression | You can set a due date for the user task writing an expression. For example, to set a due date to tomorrow, you can use addDays([%CurrentDateTime%], 1). |
Targeted Users Section
Target Users Using
Target users 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 User Entity set in App 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 App Settings. |
| No assignment | Allows you to not assign the user task to certain users immediately. This can be useful when you, for example, want the user task to be created but have an administrator assign it to certain users later. |
In case Target users using (an XPath or a microflow) results in an empty list of users (0 users), the workflow fails. For more information on how to handle this kind of issues, see the Operation section in Change Workflow State.
XPath Constraint
Specifies the expression used to assign the user task. This option is displayed only when the Target users using is set to XPath. Click Edit to edit the XPath constraint.
Microflow
Specifies the microflow used to assign the user task. This option is displayed only when the Target users using is set to Microflow.
Auto-Assign When Targeting Results In One User
Enables automatically assigning a user task when a single user is targeted. This option is displayed only when the Target users using is set to XPath or Microflow.
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.
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.
Display Information Section
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.
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, for example, {1}.
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 attribute from the context that will be displayed
Adding New Parameters
To add a parameter to the Task name or the Task description, do the following:
-
Click the ellipsis icon next to the Task name or the Task description.
-
In the Edit task name/description dialog box > Parameters section, click the New button.
-
In the Template Parameter (String) dialog box, specify the expression, and confirm your choice:
Make sure that the attribute you use in the expression is of the string type. -
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 :
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
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.
Boundary Events Section
For more information, see Boundary Events.
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.