In Assignment Task, the assigned users must complete a certain task (approve, reject, complete, etc.). Based on the business purpose, the Assignment Task can be an approval task or a complete task by selecting the different task type.
Add Assignment task action
To add an Assignment task action, open the workflow designer. Find the Assignment Task action from the left Actions toolbox. Click and drag this action to the designer canvas.
To configure the assignment task properties, click the "Settings" button under the selected assignment task, the settings windows will be displayed on the right.
Configure Assignment task action
Action Name: Set the display name of this action. For example: Line manager approval, Finance verification etc. A good name can help the designers and end users to better understand the purpose of this step from the workflow history or flow chat.
Task Title: The title of the generated task. This can be static or dynamic text with variables or parameters of this workflow.
You can find the task title been displayed for couple different place:
The task title will be displayed as a column of the pending tasks list.
From a submitted form, you can find the task title from the workflow history control as the approval logs.
If the email notification is enabled on this assignment task, the task owner will find the task title from the subject of the email:
Note
You can customize the email subject and body content as needed.
Pro tip:
The Task Title is not mandatory. If you leave the Task Title as blank, it will use the Action Name as the Task Title.
Task Assignee: Set the owner(s) of this task. A task can be assigned to a single user, or to multiple users per your business needs. Click the "+ click to set the assignee" button to open the "Assignee Editor" dialog.
You can select specific users directly with the user picker. or select the line manager, dept head, job positions based on the pre-defined organization hierarchy in Yeeflow admin center.
Learn more about adding assignee with assignee editor.
Normal, the assignee of each task is a certain user, or job position. But you can also set a mix of users, user groups, or job positions as the assignee of this task.
Appointed Order: If multiple users are set as the assignee, you can set how would you like those users to receive this task from here.
Sequential – Multiple approvers in this task will receive and approve the task one by one in order.
Parallel - Multiple approvers in this task will receive the task together at the same time.
As an example, there are 2 assignees are selected: a specific user "Joao Carvalho", and the line manager of the submitter.
If the appointed order is set as "Sequential", then the task will be firstly assigned to Joao Carvalho only and wait for his response. No tasks will be assigned to the line manager of the submitter at this moment.
If the appointed order is set as "Parallel", then Joao Carvalho and the line manager of the submitter will both receive the new pending task.
Task Form: Select a form from the dropdown list to associate with this task. When the assignee opens the task form to view details and take actions, this associated form is the one that the user actually sees. The dropdown list includes all the existing task forms you've created from the form designer.
If you haven't created any task form yet, or if you need to create a new task form for this assignment task, just click the "+ Create a Task Form" link.
Task Type: Select the type of this assignment task. There are 2 types you can choose from: the Approval task, and the Complete task.
Approval task: Select this type if you need the assignee to approve/reject this task, The task form will include the "Approve" and "Reject" buttons which allow task owners to make decision. The approval task needs to include at least 2 outcoming flow lines: One with the approved condition configured while another set the condition as rejected.
Complete task: Select this type if the assignees are required to complete some work items on the task form rather than make decisions to approve or reject the task. For example: An asset request workflow might require the IT department to assign assets based on the submitter's request. When you configure the assignment task for IT, this task should be set as complete task.
The task form of a complete task will include the "Complete" button for task owner to complete this task. The complete task can have 1 to multiple outcoming flow line(s).
Buttons on the form:
Show available buttons on the action panel control of the associated task form.
For approval task, the task form will include the "Approve" and "Reject" buttons which allow task owners to make decision.
For complete task, the task form of a complete task will include the "Complete" button for task owner to complete this task.
Reassign: Click the checkbox to active this option will show the "Reassign" button on the action panel which will allow task owner to forward this task to another user.
Add assignee: Click the checkbox to active this option will show the "Add assignee" button on the action panel which will allow task owner to add other users as the assignee of this task.
Completion Condition: If you selected multiple users as the assignee of this task, you could set how to define the task is completed. The options you can set here are different based on the selected task type.
For approval task, you could choose to make this task as approved only if all assignees approved, or anyone approved etc.
For complete task, you could choose to complete this task when all assignees completed, or anyone completed.
You can also use the custom percentage to control the completion condition.
Other settings
Auto approve: To avoid multiple approval from one user, you can active this option: Automatically approve the current task when the approver is the applicant or has approved the previous task.
Allow recall: active this option to allow task owner to recall the task after it's been approved/rejected or completed. For example, the task owner approved the task, but might noticed that's not the right decision, he/she then will be able to recall the task for modification.
Note:
The recall function only will be available before the next assignment task's owner hasn't produce the pending task.
More Settings
Click the More Settings button at the bottom of the assignment task settings panel to open the "More Settings" dialog.
Due Date Settings
Set the due date of the assignment task and the related notifications from the first tab of the more settings dialog.
Custom time: You can set a specific period as the due date. By default, the due date is set to 120 hours (5 days). You can change the number, and the unit of the date period (days, hours, minutes).
If the unit of the date period is set to days, you will find a new option to ask if you want to calculate the number of days based on the calendar day or working day.
Note:
To use the working day, please first set up the working calendar properly from the admin center.
According to date variable: Another option is to set the due date based on a date-type variable from the approval form (You may add a due date field on the form as the due date variable for your assignment task).
Set due date actions: You can set the one or multiple actions to deal with the overdue tasks. Click the "+ Add action" button to add a new action.
Action Type: there are 2 types of action you can choose from the dropdown list:
Reminder: Send a reminder email to specific recipients (normally is the owner of this task). You can set the recipients from the Send To section, and customize the email's subject and body content.
Automatic Treatment: automatically approve or complete the task.
Set reminder time: set when this action will be triggered.
At the due date: when the due date is meet.
Before the due date: set a time before the due date, like 3 days before the due date.
After the due date: set a time after the due date, like 2 days after the due date.
As an example, please check the screenshot shows below:
There are 3 actions configured. The first reminder email will be sent to the task owner 3 days before the due date. The second reminder email will be sent out when the task overdue. It will then wait for additional 5 days. If the task owner still did note task actions on this task, the system will automatically complete this task.
Notification settings
You can set whether or not send notifications when the task is generated.
Enable Email - Turn this ON if you want to send email notification to the assignee. Yeeflow will include the sample content for the email information, while you can change the setting per your needs.
By default, the notification will be sent to the current task assignees. You can add additional recipients to "To" or "CC". You can also include attachments by selecting variables from the approval form. The subject and body content of the email can be customized as well.
Quick Completion: If Quick Completion is selected. for approval task, the task owner will be able to approve or rejected from the message card in Teams or Outlook.
With the integration with Microsoft Outlook and Microsoft Teams, the task owner will receive the task notification with the customized notification card:
(1) the approve and reject button will be available if the quick completion is selected.
Note:
The quick completion option will only be available if the task type is set as " Approval Task".