Firstly, why do we need to create task form?
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.
So for each action from 1-5. we can design different forms. All the designed forms are as below:
The first one is submission form associated with theSTART action (1)
The forms from (2)-(5) are the task forms associated with the assignment tasks from (2)-(5) remarked on the above workflow designer.
So 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 to reduce the number of task forms. If the assignment tasks are doing the samilar 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.
Create a new Task Form
To create a new task form, go the the form builder first, then click the form title on the top-left to display the forms list. Under the Task Forms section, lick + Add task form to create a new task form.
From the pop-up window, there are 2 options you can choice. You can create by copying from a Existing Form or create a blank form.
If you select to create from an existing form, you will create a copy from the selected form. You can select to create from the submission form or another task form you created before. If create from the submission form, you will see a notification message, and all the controls on the submission form will be set as read-only by default.
Fill in the form title and description, then click "OK" button to create the task form.
After the task form is created, you can design the form by adding more controls or modify the properties of existing control.
Set the Task Action Panel control
The task panel control is where the task owner to take actions of the form. When you create a new task form, the Task Action Panel control exists by default.
Depends on the Task Type selected from the associated assignment task action on the workflow designer, The task panel will include the Approve/Reject buttons or the Completed button.
If you do not want to use the Task panel, you can create a custom action, and associate with a Button to do the task related operations. You can refer the below article to learn how that works: Creating Custom Approval Buttons
Associate task form to Assignment Task Actions
To associate the task form with the Assignment Task action, go to the workflow designer, add a new Assignment Task action, or select one existing Assignment Task.
1. Click the Settings button.
2. In the properties setting window, click the dropdown list to select the task form.