User Tasks & Forms

A user task is a step in a business process that requires human action. When the engine reaches a user task, it creates a task record and waits until an employee completes it.

The guided side panel for a user task lets you configure who receives the task and what form they fill out.

Assignee

The assignee is the specific employee who should work on the task. Select an employee from the dropdown.

When a task has an assignee, that task appears directly on the assignee’s task list.

If the assignee is left blank, the task is offered to a group instead (see candidate groups below).

Candidate groups

A candidate group is a group of employees who can work on the task. The task appears on the task list of every member of the selected groups.

Candidate groups resolve to employee groups. When you select candidate groups in the diagram editor, you are selecting from the organization’s employee groups. An employee sees the task on their task list if they belong to at least one of the selected groups.

To work on a task that was offered to a group but not yet assigned to a specific person, an employee sets themselves as the assignee.

You can combine an assignee with candidate groups. When both are set, the task is assigned to the specified employee and is also visible to members of the candidate groups.

Forms

A form defines the fields presented to the employee when they open the task. The employee fills in the form and submits it to complete the task.

CityScreen Deals supports two kinds of forms:

Kind How it works

Deployed form

A reusable form definition created and deployed separately under Business Processes > Forms. The form is written in form-js JSON format, uploaded as a file, and deployed to the engine. In the user task panel, select the form from the dropdown. One form can be referenced by many user tasks across different processes.

Legacy form fields

Individual form fields defined directly on the user task in the generic properties panel. Each field specifies a type, a label, and an optional default value.

Form field types

When defining legacy form fields, the following field types are available:

number, text, textfield, textarea, select, radio, checklist, taglist, checkbox, datetime, button, image.

Form field types control how a value is rendered on the task form. They are not the same as the data types used for entity fields — see data types for the entity field system.

Due date

A due date can be set on a user task to indicate when the work should be completed. The due date is informational.

Due date and follow-up date are set in the generic properties panel.

What happens at runtime

When the engine reaches a user task:

  1. A task record is created with the configured assignee, candidate groups, form reference, and due date.

  2. The task appears on the Tasks page for the assignee and for members of the candidate groups.

  3. An employee opens the task, fills in the form, and completes it.

  4. The engine advances to the next step in the process.

See working on tasks for the end-user experience of finding, opening, and completing tasks.