The Form task presents a form to users during process execution.

Use this task to:

• Collect user input.
• Capture approvals.
• Gather data at specific stages in a process.

You can use a Form task once or multiple times in the same process.

Prerequisites

To configure a Form task, you need:

• Administrative access to Nutrient Workflow Automation Platform
• Permission to access the Process Builder
• Access to the forms library
• A form created in the forms designer

Use cases

Common Form task use cases include:

• Collecting user information for requests
• Gathering approvals with custom fields
• Capturing task-specific data
• Creating multistep data collection processes

Task configuration

Use the following sections to configure and refine Form task behavior.

Access task configuration

To open Form task configuration:

1. Right-click the task in the process.
2. Select Configuration > Configure Task.

Configure general settings

Use the General Settings tab to select a form and configure prefill options.

For the Form task to run, you must select the form shown to the assignee.

After you add a Form task and select Configure Task, the following screen opens.

To complete basic setup, follow these steps.

Configure form buttons

You can define custom text for form action buttons, including submit and draft actions.

You can also hide the Save Draft button.

Configure optional settings

• Hide Unanswered Questions — Unanswered questions won’t appear in request detail.
• Make this task a Request Record — Converts the task to a request record instead of a standard form task.
• Delete draft data on timeout — Marks saved draft data as deleted if the task times out. The process won’t use deleted draft data for prefills. This is the default for newly created tasks.

Configuring the Form task

After you associate a form with the task, the following tabs become available:

• Fields To Capture
• Prefill Settings
• Query Parameters
• Variable Mappings

You can also open the form from the Form task menu by selecting Form Designer.

Fields to capture tab

Use the Fields To Capture tab to define which fields the task stores when a user submits the form.

The process can then use those fields in rules and prefills, and reporting can use them as well.

If a user opens a form in read-only mode, you may choose not to capture the same values again in task history.

If you add or remove form questions after configuring the task, the Fields To Capture list won’t update automatically. Select Import Fields to refresh the list.

Prefill settings

You can prefill form fields with previous form data or system data. For more information, refer to the form prefills guide.

Restrict view to role column

By default, users associated with the request (for example, users assigned to request tasks) can view Request Detail and submitted data.

Use Restrict View To Role to restrict visibility of specific question values in Request Detail.

To apply a restriction, follow these steps.

Only users in that role can view the question value in Request Detail. Other users see a blank value.

Query parameters

If the form assigned to this task includes parameterized questions, prefill those parameters in the Query Parameters tab.

All parameterized questions require prefills and appear automatically in this tab.

Any source supported by Individual Question Prefill Options also works for parameterized question prefills.

Variable mappings

If JavaScript in this task needs request data or fixed values, define variables in Variable Mappings.

Any source supported by Individual Question Prefill Options also works for JavaScript variable prefills.

Access variables in code through the zero-based intForm.prefills.variables array.

This line accesses the value of the first item (the first parameter defined on the Form task): intForm.prefills.variables[0].Value;

To use this option, configure the related Prefill Settings on the Form task. Otherwise, variable values won’t populate correctly.

To view examples for Query Parameters and Variable Mappings, download the process ZIP file. For more information, refer to the importing processes guide.

Processes are downloaded as ZIP files. For details on working with ZIP files, refer to the Microsoft Zip and unzip files(opens in a new tab) documentation.

Searching configuration tables

Each configuration table includes a Search field at the top. Use it to filter entries by keyword. If the table has many entries, search instead of scrolling. Click X to clear the filter.

The following table lists which columns are searchable in each tab:

Troubleshooting

Review the following issues if task setup or runtime behavior isn’t working as expected.

Common configuration issues

• Form not appearing in dropdown — Ensure the form exists in the forms library and you have access permissions to view and use it.
• Prefill data not working — Check that specific Prefill Settings are enabled on the Form task so variable values populate correctly.
• Fields not updating after form changes — If you add or remove questions from a form after configuring the form task, click the Import Fields button to update the Fields To Capture list.

Form execution issues

• User can’t access form — Verify the user has been properly assigned to the task and has the necessary permissions to access the form.
• Draft data not saving — Check the Delete draft data on timeout setting and ensure users are saving drafts properly before the task times out.