Task details

Applies to version 2019.1; author: Adrian Baszak

Introduction

Task and step descriptions are brief instructions on a form that help users complete a task. Descriptions can improve the workflow instance by reducing the number of errors and questions. They can contain basic information which helps a new user get started with the application, and also may explain the more complex dependencies between the form fields required to add attachments or selectable paths that will make the task easier to complete.  

Step description

The step description is visible by default on the right part of the form but you can move them elsewhere, just like a regular form field. This section always contains the “Task details” header, the name of the step (in the case of the start step – they will be always “Start of the process”) and description created by a person that sets up the process.  

Fig. 1. The task description on the form

You can configure the description with the translation in the step configuration window. To format the description (e.g. mark or highlight the task fragment or add a list of points) you can use the HTML language.

Fig. 2. The configuration of the step description

The position of the tasks displayed on the form and their visibility at individual steps can be configured on the global form template.

Fig. 3. The “Task details” section on the global form template

Task description

Task descriptions allow you to describe what activities should be performed by the person to whom the task is assigned. This may be useful when it is important for the task being performed:

• If the instance goes to the given step for the first time or returns to it (e.g. a request is sent for verification)
• What path the instance has been moved on the previous step
• The necessity of adding other description for CC tasks than for direct tasks

The task description is displayed in the same section as the step description.

Fig. 4. “Step description” and “Task details” on the form

You can configure the task description in the same place where the task assign is configured. In the description, you may use the form field values, business rules or context variables.

Fig. 5. The configuration of the task name and description

In the same way you can configure the task description in the “Create a task” action. Using this action allows you to relate the description to the selected path or form field values.

The task description (as opposed to the step description) is generated when assigning a task – so the change of the configuration does not cause the change of the description which is visible for already assigned tasks. If you use several methods of assigning a task on one path at the same time – the task description is configured separately in each of them (the description from the path does not go to the task description created with the action).

Other abilities

There are also methods that can be used to insert hints for users on the form. For more information see our knowledge base: Knowledge Base (webcon.com).

• Form fields description – a tooltip displayed next to the form field
• Path description – a tooltip displayed after hovering the mouse over the transition path
• Data row or HTML form field – are used to display information that must be depended on the completed form field values e.g. after selecting a specific option in a choice field or the description is to appear in a place other than the standard one
• User manual – is a separate document that describes the method of working the workflow. A link to this instruction is defined in WEBCON BPS Designer Studio next to the name, acronym and workflow description, and will be visible in the right information panel
•  Workflow diagram – you can generate the workflow diagram which will be displayed after clicking the step names in the right information panel. A diagram can be generated in WEBCON BPS Designer Studio by entering the workflow diagram configuration and clicking the “Preview generate” button.

Summary

Using the standard task descriptions allows you to give users information about workflows in a consistent manner between different applications. They are not mandatory, but by using them on a regular basis, we can get users accustomed to the fact that, if necessary, they can expect hints in an easy-to-find place. Like other elements of the application configuration, these descriptions can be modified at any time, so you can add and change them in the existing applications, and adapt them on an ongoing basis to the needs of users.