Process Studio - Workflows - Task Node Management

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Overview

A task node is a unit of work that must be performed by a user within a specific stage a workflow record is located. It is the most common element in a workflow and allows the process to move forward once completed.

The following attributes can be configured in a task:

  • Type of task: Defines the required activity or task nature.
  • Priority: Serves as a tiebreaker mechanism for assignment when two tasks with the same due date are going to be assigned.
  • Due Date Type: The user can configure the task due date based on the workflow record Creation Date or a Date Field within an Object or from a related Object via relationship.
  • Assignment Criteria: Defines how the task will be assigned:
Assign to a specific user: The task goes directly to one chosen user. No tags are required.


 
Assign based on a role: The task can go to any user with the selected project role. Tags can be used to narrow down eligibility.


 

Resolution Paths: Defines the possible output paths that can be followed after the task completion by the task resolver with the assigned Outcome Codes for each path.


 

 

How to Configure a Task Node

To configure a Task Node in your Workflow follow these steps:

40 STEPS

1. To configure a Task Node, locate the task you want to manage and click on its card.

2. The Task Template Editor panel is displayed.
Enter or change the task Name.

3. Select the Type* of task according to the tasks purpose.

4. In this case select Document Creation.

5. Enter the task description or instructions the task resolver user will see. Apply formatting to customize the text.

6. Now, click Priority*.

7. And now assign the task Priority*. Available options are: Highest, High, Medium, Low and Lowest.
Remember, the priority defines which task is assigned first when multiple tasks share the same due date.

8. Then select the Due Date Type*: Creation Date or Relative Field to set the way the task’s due date will be calculated.

9. Select Creation Date: This option uses the task creation date as the reference.

10. Now select the Date Increment*: Days, Weeks, or Months to define the time unit.

11. In this case, select Days.

12. And enter the Value*.
This integer represents the number of days, weeks, or months until the task is due.

13. You can also configure the Relative Field option in the Due Date Type dropdown.

14. Select Field Relative.
This option uses a specific date field within the recorded Object as the reference.
This option will be available soon.

15. Configure the Assignment Criteria that will determine the task assignment method; for this, click the Assignment Type* dropdown.

16. The User or Roles options are displayed. Select User.

17. The task will be assigned to the selected user. Click on the User* dropdown.

18. The User* dropdown is enabled and displays the list of Active users in the tenant.
Select the user who will be responsible for the task resolution.

19. Now let's configure the Roles option. in the Assignment Type*.

20. Click Roles.

21. And now select the desired Roles. The task will be assigned to any user who matches the selected Role in the task.
Remember, listed roles are existing roles in the tenant.

22. Click on this checkbox to add this role.

23. Now configure the Eligibility Rules. The Assign Tags option is enabled to add tags to build the eligibility criteria (optional).

24. Click the + icon.

25. And select desired tag(s). Remember, all users with the role who also match the selected tags are eligible to receive the task.

26. Let's configure the Assignment Mode. Select Automatic or Manual to define the type of assignment.

27. Click Manual to select this assignment mode.

28. Now configure Resolution Paths that define the possible outcomes or branches a Task may follow.

29. Click +PATH to add a path in the task.

30. The Path 1 section is displayed. In Write custom name enter the path name.

31. (Optional) In the Add Resolution Code, click the + icon.

32. And select the resolution code for this path.
Repeat to add additional resolution codes to the same path.

33. Click +PATH to add a second path in the task.

34. The Path 2 section is displayed.

35. Again, in Write custom name enter the path name.

36. (Optional) In the Add Resolution Code, click the + icon.

37. And select the resolution code for this path.
Repeat to add additional resolution codes to the same path.
If you need more paths, repeat previous steps to configure additional paths.

38. Once your Task node is properly configured, click SAVE.

39. The task was edited successfully message appears and the task setup is saved.

40. That's it. You're done.

https://www.iorad.com/player/2678153/Process-Studio---Workflows---How-to-Configure-a-Task-Node?iframeHash=watchsteps-1&lang=en



Next step

  1. In the Workflows Editor, locate the task node you want to manage and click on its card. The Task Template Editor panel is displayed.
  2. Enter or change the task Name*.
  3. Select the Type* of task according to the tasks purpose:
Type Action
Communication

Contact someone or give an update. 

For example: phone call, email, text, client status update.

Calendar & Scheduling

Set up or confirm a meeting or event. 

For example: deposition, mediation, hearing, client meeting.

Document & Media Collection

Upload files or evidence to the case. 

For example: pleadings, contracts, photos, videos, scanned docs.

Document Creation

Create a document.

For example: draft the evidence testimony.

Document Review

Review a document and provide feedback or make any decision. 

For example: draft contract, discovery docs, redline, confirm e-sign.

Forms & Data Entry

Fill in fields in a form. 

For example: Client intake, witness statement, financial info, time entry.

Review & Approval

Approve or reject something that was submitted. 

For example: Contract, settlement, expense, financial statement, compliance check.

Additional configurations will soon be available based on the task’s purpose, such as adding a calendar link, defining an upload path, linking documents, integrating forms, or routing to files requiring approval.

  1. Assign the task Priority*. Available options are: Highest, High, Medium, Low, Lowest.

: Priority defines which task is assigned first when multiple tasks share the same due date. 

  1. Enter the task description or instructions the task resolver user will see. Apply formatting to customize the text.

: Users can apply text hierarchy, font style (bold, italic, underline), add links, numbered/bulleted list, or clear formatting.

Due Date

  1. Configure the task Due Date Reference *: Available options are Creation Date and Field Relative. 
Creation Date: Uses the task creation date as the reference.
Relative Field: Uses a specific date field within the main Object or from related Objects.
  1. If Creation Date is chosen:
  • Select the Date Increment*: Days, Weeks, or Months to define the time unit.
  • Enter the Value* in integer format. This number represents the number of days, weeks, or months until the task is due.
  1. If Field Relative is chosen:
  • In Field Selector type {{. The Object-name (Main) is displayed.
  • Select the displayed Object-name (Main). All its related date Fields and Relationships are listed. 
  • In the displayed dropdown:  
    • Select a Field or
    • Select a Relationship to locate and select the desired Field. If a Relationship is selected, the user can choose one of its associated date Fields or continue navigating through its Relationships until reaching the date Field to insert.
  • Once the Field is selected, an element with a syntax similar to this appears: {{object.type.relationship.datefield}}
When a Relationship is selected, its associated date Fields and nested Relationships are displayed.
Relationships are listed by name and labeled as (Relationship) →.

Assignment Criteria

  1. Configure the Assignment Criteria that will determine the task assignment method:
  • Select the Assignment Type*: User or Roles.

For each Assignment Type* additional information needs to be configured:

 
Assignment Type* Description
User
  • The task will be assigned to the selected user. 
  • The User dropdown is enabled and displays the list of Active users in the tenant.
Roles
  • The task will be assigned to any user who matches the selected Role in the task. 
  • The Roles dropdown is enabled and displays the list of existing roles in the tenant.
  • The Assign Tags option is enabled to add tags to build the eligibility criteria (optional).
  • All users with the role who also match the selected tags are eligible to receive the task.
From Group(s)
  • The task will be assigned to any user who belongs to any of the selected groups in the task.

Each task must have at least one assignment criteria.

  • To delete an Assignment Criteria, click the icon. 

For Example: If the assignment mechanism is set to:

  • Role: Paralegal, Tag: Spanish.

Then only users who are Paralegals that speak Spanish will be eligible to receive the task.

 

Eligibility Rules

10. Click the Assign Labels+ icon to add additional labels and refine which users can be eligible by the platform  and assign the task. 

Only users with all selected labels can be assigned to the task.
Labels are different from Tags.

Assignment Mode

11. Select the Assignment Mode to configure how the platform assigns the task. Available options are:

  • At Creation: The task is automatically assigned to a user at the moment of creation.
  • By user request: The task appears in a shared queue where eligible users can pick and assign tasks to themselves.

12. If At Creation is chosen, select the Assignment Model. Available options are:

  • Least Busy: The task is assigned to the least busy user.
  • Sequential: The task is assigned to a user according to a fixed, repeating order.
  • Random: The task is assigned to a random user.


Resolution Paths

Users can configure Resolution Paths that define the possible outcomes or branches a Task may follow. Each path is linked to one or more specific Outcome Code. Resolution Paths are useful when the assigned user completes a task and assigns it a Outcome Code, the workflow automatically continues through the corresponding Path associated with that outcome code.

  1. Click +PATH to add a path in the task. The Path 1 section is displayed. In Write custom name enter the path name.
  2. In the Add Outcome Code, click the icon and select the outcome code for this path. (Optional) Repeat to add additional resolution codes to the same path.
  • The dropdown displays all active Outcome Codes in the tenant.
  • If you need more outputs for other outcome codes, repeat steps 8. and 9. to configure additional paths.
  • Each Outcome Code can be assigned to only one Path.
  • Each Path will be represented as an output point on the node card, which can be connected to other nodes.

For Example: If the assigned Outcome Codes in a task are set as:

  • Path 1: “Completed” and “Ready for Processing”.
  • Path 2: “Requires Review”.
  • Path 3: “Awaiting Response”.

The user assigned to manage the task selects “Ready for Processing”, the workflow will continue along Path 1, following the next step defined for that path.

Save

  1. Click SAVE. The task was edited successfully message appears and the task setup is saved. 
  • The SAVE button is enabled when all the mandatory fields have been completed in the Task Template Editor view.
  • The task card is updated displaying the Type, Name, Priority, Due Date Type and output points according to the configured paths, and the Draft status is removed after the setup is valid.

  • The task card is updated displaying the Type, Name, Priority, Due Date Type and output points according to the configured Paths, and the Draft status is removed after the setup is valid.