Standard Task
Description
This activity creates a task for specified participants and waits for them to complete it using an external form.
You can design forms externally using standard technologies such as .NET, Java, or Windows Forms. But it's vital to remember that you should only use this activity to stop the form from starting the process.
Using Process Data
You can dynamically configure activity properties by using variables from the Process Data drawer. This drawer is available in each activity's properties dialog. It provides access to variables from multiple sources within the workflow.
Process Data Categories
| Options | Description |
|---|---|
| Model Data | Process-specific data variables that you define for your workflow. |
| Form Data | Variables from forms associated with this process. |
| System Data | Predefined system variables (e.g., Process Initiator, Activity Name, Task ID). |
| Enterprise Variables | Enterprise variables created inside the AI Command Center. |
| Activities Outputs | Output variables from other activities in your workflow. |
Using Variables in Activity Properties
To use a variable:
- Drag and drop it from the Process Data drawer into any activity property that supports variable binding.
- Properties that support variable binding display a vertical ellipsis (⋮) icon.
You can also reference Process Data variables within JavaScript or Liquid expressions for advanced configurations.
For more information, see Process Data Drawer.
Design Time Configuration
Display Text
Specify the name of the activity to show in your process.
Title
Enter an optional title to use as the task name. You can also provide an expression in this field to generate the task name according to your requirements. Click on the vertical ellipse to choose the following options.
| Options | Description |
|---|---|
| Default | When you select this option, specify the default name directly. |
| JavaScript | You can specify the name using the JavaScript expression. |
| Liquid | You can specify a name using a liquid expression. |
Form URL
Specify the external Form URL to use for this Task. The following options are available to specify the URL. Click on the vertical ellipse to choose the following options.
| Options | Description |
|---|---|
| Default | When you select this option, you can specify the URL as a literal text value. |
| JavaScript | You can associate a URL using a JavaScript expression. |
| Liquid | You can associate a URL using a liquid expression. |
Time to Complete
When creating a task, you must indicate a completion time. If the completion time exceeds the specified time, the Task becomes overdue, highlighting the status overdue in the respective user's My Tasks tab. Click on the vertical ellipse to choose the following options.
| Options | Description |
|---|---|
| Default | When you select this option, specify the completion time directly. |
| JavaScript | You can specify time using a JavaScript expression. |
| Liquid | You can specify time using a liquid expression. |
Time to Complete Unit
Specifies the maximum time allowed to complete the associated Task before it is overdue. The time unit can be week, day, hour, minute, or second.
Priority
Specify the priority of the created Task. It can be Low, Normal, or High.
Wait All Incoming
The Wait All Incoming property defines how an activity behaves when it has multiple incoming execution paths. It controls whether the activity is triggered as soon as a path completes or whether the workflow engine must wait for multiple paths to complete before executing the activity.
| Options | Description |
|---|---|
| False | The activity is triggered whenever any incoming path completes. Each incoming completion can trigger a separate execution of the activity. |
| All Configured Incoming | The activity executes only after all design-time (configured) incoming paths have completed. If a path is skipped at runtime due to conditional logic, the activity may wait indefinitely. |
| All Active Incoming | The activity executes only after all runtime-active incoming paths have completed. Incoming paths that are not taken due to conditions are automatically ignored, preventing indefinite waiting and ensuring predictable execution. |
Auto Complete
Enable the Auto Complete option, a boolean property, if you wish to have the Task completed automatically during its first execution. Leave it unchecked for manual task completion. By default, this option is disabled.
This feature is handy in scenarios where specific tasks can be auto-approved based on predefined conditions. For example, in an approval process, if the amount to be approved is less than 2K, the system can automatically complete the Task, streamlining the workflow. However, manual approval is required if the amount exceeds 2K, ensuring compliance and control.
By enabling Auto Complete, you can optimize workflows by reducing unnecessary manual interventions while maintaining oversight for critical decisions.
Use Business Time
Specifies whether the system calculates due dates and reminder notification schedules based on the Business Calendar applicable to the assigned user.
When enabled, the system uses the assigned user’s Business Calendar. If no user-specific calendar is defined, the group or default Business Calendar is applied, if available. If no Business Calendar exists, business-time calculations are not applied.
Participants
You can assign multiple participants to a task. Participants can be individual users, groups, or variables containing user/group lists.
Adding Participants
Use the Participants tab to add participants:
- Add Groups and Users: Use the Group dropdown and Search field to find and add users or groups.
- Drag and drop: Add participants by dragging them from the available list to the Participants area.
- Variables: You can add variables containing lists of users or groups. Variables must be semicolon-separated.
Participant
This activity accepts a single participant, either a single user or a single group. If you select a group, you will get additional settings listed below.
- Max Participants — When you select a group to participate in the created Task, you can indicate the required number of group members who should complete it.
- All Participants – If you want all group members to complete this activity, turn on this setting. It ignores the Max Participants setting.
- Dynamic task pool – When enabled, the Group task pool updates in real time. Any changes to group membership take effect immediately: adding a user automatically creates a task for that user, and removing a user causes the Task to no longer appear in their task library.
- Reuse participants on subsequent executions of this activity—Specify whether the same participants should execute the Task each time the activity is repeated within the same process instance.
Participant Types
The activity supports three types of participants:
- Individual Users: Direct assignment of specific users.
- Groups: Assignment of groups; all group members become potential participants.
- Variables: Dynamic participant assignment using variables that contain user or group lists (semicolon-separated). For variables, you must specify whether they contain users or groups (not both).
Participant Options
Each participant in the list shows icons to:
- Switch between user assignment or group assignment (for variables).
- Assign to participant manager (available for all participant types).
- Remove the participant from the list.
Participant Settings
Max participants to complete this task
- Specify the number of participants required to complete the task (default is 1).
- This setting applies to the unique collection of all users from all participants (individual users, users from groups, and users/groups from variables).
- All Participants: When checked, requires all participants to complete the task and overrides the Max Participants setting.
Dynamic Task Pool
- When enabled, applies dynamic task pool behavior to all groups added to the participants list.
- This setting is now available for all participant types, not just groups.
Reuse participants on subsequent executions of this activity
- When enabled, the same participants are used each time this activity runs within the same process instance.
- This helps maintain consistency when a workflow loops back to the same task activity.
Email Notifications
You can utilize Email Templates and configure email notifications for the following task statuses.
- Initiation – Specify the task initiation via Email notification.
- Reminder – Specify the task reminder Email Notification to send as a reminder of the Task. It will send daily reminder notifications until the Task enters Overdue status.
- Reassignment – Specify the task reassignment via Email Notification. This email will be sent upon reassignment of this Task.
- Completion – Specify the Task completion via Email notification. It sends this email notification when the Task is complete.
- Overdue – Specify the Task overdue via Email Notification. It sends this email when a task is overdue.
On Error
All activities support the common On Error handler to control behavior on failures (Fault, Continue, Suspend, Retry). See On Error Handler.
Example
Refer to the example page for step-by-step instructions on connecting to the AI Command Center using the APIs.