--- title: "Form task configuration" canonical_url: "https://www.nutrient.io/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-form-task/" md_url: "https://www.nutrient.io/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-form-task.md" last_updated: "2026-05-23T00:08:18.199Z" description: "Configure Form tasks to present users with forms during workflow execution. Set up form selection, prefill options, and mappings." --- # Form task configuration 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. **Steps:** 1. Select a form in **Selected Form**. 2. Click **Save**. After you save, the task is ready to run. When a user is assigned to the task, they can open the selected form. 3. Optional: Select **Preview Form** to confirm you selected the correct form. ### 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](https://www.nutrient.io/guides/workflow-automation/admin-guide/forms/set-up-a-request-record.md) 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. - **Sticky Submit/Save Draft buttons** — Pins the form action buttons (**Submit**, **Save Draft**, and **Review** if AI review is enabled) to the bottom of the viewport so they remain visible as the requester scrolls through a long form. This is enabled by default for new tasks. Turn it off to let the buttons scroll with the form. ## 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** - **Form Review** — Configures the [AI-powered presubmission review](https://www.nutrient.io/guides/workflow-automation/admin-guide/processes/tasks/standard-task/ai-form-review.md) agent, which adds a **Review** button to the runtime form and analyzes the requester’s input against policy documents, field quality criteria, and historical patterns. The tab is always visible; if the `AgenticFormReview` license module isn’t enabled, the settings inside are disabled and a license notice appears. 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](https://www.nutrient.io/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-tasks-form-prefills.md) 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. **Steps:** 1. Select the **Prefill Settings** tab. 2. Find the question in the **Restrict View To Role** column. 3. Open the role selection menu for that field. 4. Select one role in **Restrict View To Role**. 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](https://www.nutrient.io/assets/nutrient-media/guides/workflow-automation/files/1398/query_parameters.zip). For more information, refer to the [importing processes](https://www.nutrient.io/guides/workflow-automation/admin-guide/processes/process-importing.md) guide. > Processes are downloaded as ZIP files. For details on working with ZIP files, refer to the [Microsoft Zip and unzip files](https://support.microsoft.com/en-us/windows/zip-and-unzip-files-f6dde0a7-0fec-8294-e1d3-703ed85e7ebc#:~:text=Right%2Dclick%20the%20file%20you,%3E%20Compressed%20\(zipped\)%20folder.&text=Open%20File%20Explorer%20and%20find,zipped%20folder%20to%20open%20it) 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: | Tab | Searchable columns | | --------------------- | ------------------------------------------------------------- | | **Fields to Capture** | ID, Client ID, Label, Field Type | | **Prefill Settings** | Client ID, Field Name, Prefill Mapping, Restrict View To Role | | **Query Parameters** | Parameter Name, Mapping | | **Variable Mappings** | Parameter Name, Mapping | In the **Fields to Capture** tab, drag-and-drop reordering and the **Form Order** and **Save Order** buttons are disabled while a search filter is active to prevent index corruption. Clear the search to reorder fields. ## 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. --- ## Related pages - [Catch submission issues before they reach the approver](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/ai-form-review.md) - [List of task types](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/complete-list-of-task-types.md) - [Effective data transfer between parent and child requests](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/passing-data-from-child-request-back-to-parent.md) - [Document Signing task configuration](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/document-signing-task.md) - [Optimize your workflow with counter tasks](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-counter-task.md) - [Create documents with Document Generation](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/premium-add-on-task-document-generation.md) - [How to configure the dynamic assigner task](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-dynamic-assigner.md) - [Streamline API workflows with data container tasks](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-data-container.md) - [Configure dynamic email notifications seamlessly](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-dynamic-notification.md) - [Use the Excel Batch task in a workflow](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-excel-batch.md) - [Excel Import task configuration](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-excel-import.md) - [File Copy task configuration](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-file-copy.md) - [Customize task assignments with Form Assigner](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-form-assigner.md) - [Enhance your processes with general notifications](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-general-notification.md) - [Simplifying workflow with Launch Request management](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-launch-request.md) - [Streamline file transfers with FTP Push Task](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-ftp-push-task.md) - [Understanding milestone tasks in workflow automation](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-milestone.md) - [Master the Open URL Task for Workflow Automation](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-open-url.md) - [Streamline your processes with PDF generator task](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-pdf-generator.md) - [Effortlessly merge PDFs with ease](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-pdf-merge.md) - [Efficient task assignment with Task Assigner](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-task-assigner.md) - [Schedule future tasks effortlessly with Task Scheduler](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-task-scheduler.md) - [Effortlessly manage user profile updates](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-task-user-profile.md) - [Configure form prefills](/guides/workflow-automation/admin-guide/processes/tasks/standard-task/standard-tasks-form-prefills.md)