When a user is assigned a task in Process Automation the system can automatically send out a notification via mail to the user.
To activate notifications in a user task, simply right-click on the task and turn on notifications under User task
The standard message sent to the user will look like this:
You’ve got a new task regarding Anders in your inbox in Process Automation
You’ve got a new task regarding "InstanceName" in your inbox in Process Automation.
Task: Do something in Application.
Follow this link to show the task.
This is an automatic notification message, you cannot reply to it.
Configure your own notifications
You can also configure a custom message. Click on the pencil symbol,
this opens the Edit notification window.
If you want to create more advanced notification messages, you can look at the example below.
You can use HTML code to create better-looking notifications and add process information with dollar signs ($).
Before you start writing HTML code in the Message window click on </> button to activate HTML view.
Standard notification message example (in HTML)
<p> You’ve got a new task regarding <b>$activity.name$</b> in your inbox on <b>$site.name$</b>.</p>
<p>Task: <b>$task.name$</b> in <b>$application.name$</b>.</p>
<p><a href='$task.links.show$'>Follow this link to show the task.</a></p>
<p><i>This is an automatic notification message, you cannot reply to it.</i></p>
For a full list of variables, see the article Variables.
The notification can send up to three reminders to the user depending on what you choose in the Reminder drop-down.
- Every 24 hours (every day at the time at which the task arrived)
- Once a day (every day at 7 AM CET)
- Weekly (every week at the day and time at which the task arrived)
- Monthly (every month at the date and time at which the task arrived)
- Every Monday (every Monday at 7 AM CET)
- First every month (the first day of every month at 7 AM CET)
One reminder only
- On deadline
- One day before deadline
- One week before deadline
- One month before deadline
Multi Instance Task
Multi Instance is a loop-type feature that will repeat a task for multiple performers where the number of performers might be different for each instance.
If you instead want a task to trigger multiple times based on the number of values selected in a multi-select field, read the article Multi Instance Send Task.
When the instance reaches the multi instance task, Process Automation will look at the role that is configured on it, or on the lane, and at which users and groups are configured on the role. Every single user in the role, at the time, will be assigned a copy of the task. Each user will see the task in the list My Tasks and will be able to open the task, see the content in it and complete it. When every single user has completed their task and there are no more multi instance tasks waiting to be completed, the entire multi instance task will be completed and the instance will continue to the next activity.
All the performers' tasks will be identical and contain the same data set.
How to assign a specific task to several performers
1. Create a lane and add a role for the members you want to repeat the task for
2. Add the task you wish to repeat
3. In the task settings, open the Loop type tab and choose Multi instance.
The selection Is sequential is not yet supported for process application execution.
When to use a multi instance task
Multi instance tasks are useful when you want a set of people to take part in and/or evaluate the same information and data before continuing the process. For example, if you want every department manager to read and approve a new security policy before the policy is sent to the entire company.
If you connect a form (Data Object) to the task, every user will see the same form in their individual tasks. It is not recommended that you make the form editable because if several users open the task at the same time the form will be locked by the first person to open the task and the others will receive a message saying "locked by user". We recommend you connect forms that can be read only so that users are not confused by locked messages.