Understand task forms

Task forms facilitate stakeholder engagement in approval workflows, allowing for customized response collection and task assignments.

Updated over a week ago

Task forms are designed to be used by the Assignment Task and Claim Task actions from the approval workflow. The purpose for most of the approval forms are getting people been involved in the business process, either having stakeholders to approve a request, or ask to someone to response with feedback or information during the steps of the whole process. For such cases, you need to add the Assignment task action from the workflow designer.

The task form here is a part of the Assignment task action, which is the interface for an approval task or complete task. When the task owners receive pending tasks, they will be able to open the task form to view details and take actions. Each assignment task will associate with one task form. Multiple assignment task actions can use the same task form. You can also create different task forms for each assignment task.

In a real business process, there might be multiple users to take different responses. For example, after a form is submitted, the first task owner is responsible for providing more information. And the second task owner do more validations for the form fields. For the high-level manager, might just need a sample approve/reject for the request.

As an example, below is the workflow process for Employee Onboarding Checklist. There are no approval tasks. All tasks are completed tasks for different department to prepare the onboarding related work items.

The Start action marked as 1 will be associated with the submission form. And the following 4 actions (2-5) are assignment tasks. each task is associated with a separate task form. You can find those forms from the form designer as below:

With multiple task forms, you can design different forms for different assignment task. This will avoid each form becomes too heavy.

Even so, you might need to consider reducing the number of task forms. If the assignment tasks are doing the similar things, try to reuse the task forms in those assignment tasks. For example, for approval task with just simple "Approve/Reject", you just need to create one task form.

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