Task Flows

Task flows are reusable templates that define the steps a customer or administrator must complete. You can create and manage task flows from the 'Task Flows' section under the Tasks menu in the admin console.

Creating a Task Flow

Create a task flow

Click the 'New Task Flow' button to create a new flow.

Enter the following details:

• Name - A name for the task flow.

• Description - A description of the task flow.

Flow Type

You can control how the task flow is used by enabling one or more of the following options:

• Tenant Requestable - Allows customers to initiate this flow themselves.

• Is Onboarding - Marks the flow as part of the onboarding process.

• Admin Assignable - Allows administrators to manually assign this flow to customers.

Deadline

If you require the task to be completed within a set time frame, enable the deadline option and configure:

• Deadline Days - The number of days allowed for completion.

• Deadline Type - Whether the deadline is measured in calendar days or working days.

Help Resources

You can optionally provide help resources for customers:

• Help URL - A link to external documentation or guidance.

• Help Text - In-app help text displayed to customers.

Click 'Create' to save the task flow. You can then begin adding steps using the step builder.

Managing Task Flows

Edit a task flow

From the task flows list, click the actions menu on the flow you wish to edit and select 'Edit Flow'. Update the flow settings and save your changes.

Archive a task flow

From the task flows list, click the actions menu on the flow you wish to archive and select 'Archive'. Archived flows cannot be assigned to new task instances but existing instances will continue to function.

An 'Archived' badge will be displayed on archived flows in the list. You can filter the list by active or archived flows.

Unarchive a task flow

From the task flows list, filter by 'Archived' flows. Click the actions menu on the flow you wish to unarchive and select 'Unarchive'. The flow will be available for assignment again.

Delete a task flow

A task flow must be archived before it can be deleted. From the task flows list, filter by 'Archived' flows. Click the actions menu on the flow and select 'Delete'.

Deleting a task flow is permanent and cannot be undone.

Building a Task Flow

Once you have created a task flow, click 'Manage Steps' from the actions menu to open the step builder. The step builder provides a visual editor where you can add, configure and reorder steps.

The step builder displays your flow as a series of step cards between a 'Flow Start' indicator and an 'Outcome' card. Click the add button between any two steps to insert a new step at that position.

Each step card displays a summary of its configuration including the step type, actor type, field count and any conditions or auto-outcome rules. Click on a step card to expand it and edit its settings.

You can reorder steps using the move up and move down buttons on each step card.

Outcome Messages

The outcome card at the bottom of the flow allows you to configure the messages displayed to customers when a task instance is completed or closed:

• Completed Message - Displayed when the request is completed successfully.

• Closed Message - Displayed when the request is closed without completion.

For more information on step types and configuration, see Step Types.