process studio - workflows - task node management

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Overview

A Task node represents a unit of work that a user must perform within an execution. It is the most common element in a workflow and controls the process progression by requiring user interaction before moving forward.

 

Prerequisites

  • A Workflow template must be created.   
  • A Starting rule must be configured on the canvas.

 

Required Permissions

  • Admin permissions with Workflow configuration access.

 

Configuration Steps

General Task Attributes

Configure the foundational details of the task to ensure proper classification and visibility.

  1. Navigate to Control Center.
  2. Select Process Studio -> Workflows and edit or create a new workflow.
  3. Open the Task Template Editor.
  4. Enter or change the task Name.
  5. Click the Assign Tags button at the top of the editor to assign regular tags. Every generated task inherits these tags, which serve as classification tools for filtering and finding tasks.
  6. Select the Type of the task from the dropdown. 
    • It acts purely as classification and drives no functional behavior.
    • Available types are tenant-configurable.
  7. Assign the Priority of the task.
    • Available options are Lowest, Low, Medium, High, and Highest.
    • When a user requests a task from a shared queue, the platform serves the task with the highest priority and the closest due date.
  8. Enter instructions into the Description field. It supports the insertion of field tags using {{ to reference fields on the context or a related object.
  9. Select the Allow document uploading? checkbox to allow the assignee adding documents directly to the generated task.

 

Due Date Configuration

Establish when the task must be completed using absolute or relative timeframes.

  1. Select the Due Date Reference. Available options are:
    • Creation Date: Uses the creation date of the task as the reference.
    • Field Relative: Uses a specific date field within the context or from related objects.
    • Creation Time: Adds hours to the creation datetime for same-day urgency.
  2. Select the Date Increment. Available options for date-based references include Hours, Days, Weeks, and Months.
  3. Enter the numerical Value. 
    Note: All offsets calculate using calendar days; weekends and holidays are not skipped. Negative offsets are permitted only on the Field Relative reference to set a due date before the reference date.


 

Assignment Criteria

Define the method used to determine which user receives the task.

  1. Select the Assignment Type. Available options include: User, Roles, From Group(s) and Inherited.
  2. If Inherited is selected, you must configure a Fallback Assignment to handle instances where inheritance fails or returns empty.


 

Assignment Mode and Eligibility Rules

Configure how candidate pools are narrowed and how tasks are distributed. This applies only to the Roles and From Group(s) assignment types.

  1. Select the Assignment Mode.
    • At creation: The task is automatically assigned to a user at the moment of creation. You must select an Assignment Model from the dropdown: Least Busy, Sequential, or Random.
    • By user request: The task appears in the Available view where eligible users can claim it.
  2. Click the Assign Tags button under Eligibility Rules to refine candidate eligibility. Only users carrying all selected task tags are eligible to receive the task.


 

Resolution Paths

Configure Paths to define the branches an execution may follow after the completion of the task.

  1. Click + PATH to add a new resolution path.
  2. Click the + icon next to the path to assign Resolution Codes.
  3. Group paths by destination. If two paths lead to the same next element, combine them into one path.
  4. Click SAVE.


 

Validation

Executions can be monitored from the global list located at Control Center -> Process Studio -> Workflows -> Running tab or within the contextual Workflows view of a specific Project or Lead record.

 

Expected Results

When the workflow execution reaches the task node, the system generates a task with the defined priority, due date, and tags. The execution waits until the assignee resolves the task by selecting a resolution code. Then, the execution follows the path mapped to that code.

 

Common Issues

  • Stalled Executions: Tasks configured with the By user request assignment mode sit in the Available view until claimed. Without a timeout, an unassigned task will keep the execution in the Running status indefinitely.   
  • Unassigned Tasks: If Eligibility Rules are applied but no users in the candidate pool match all the selected tags, the task is left unassigned.   
  • Silent Dead Ends: If a resolution path is not connected to a subsequent node, the branch will stop silently at runtime when the assignee selects the corresponding resolution code.