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Workflow apps
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Workflow apps connector

# Assign task to users action

The Assign task to users action adds a recipe step that requires user intervention.

When the recipe job reaches this step, the following actions occur:

1

Workato creates a task to represent the user review action.

During setup, select a Task name to provide short instructions to the task assignee. Workato recommends using datapills in the Task name to distinguish different tasks created by the same step.

2

If the Send email notification to assignee parameter is set to Yes, the app-user or group of users (defined in the Assignee parameter) receives an email notification. The email contains a link to the Workflow apps portal (that opens within the portal), which leads to the task page defined by the Page parameter. The default task page is assigned to the selected stage if the user doesn't override it using the Page parameter.

3

The Task created appears in the inbox on the home page for all assignees in the Workflow apps portal.

4

Workato changes the request (identified by the Record ID parameter) workflow stage to the one defined in the Workflow stage parameter.

  • The recipe job is suspended.
5

App-users must do one of the following to access the task:

  • Click the link in the email.
  • Click the task on the homepage of the Workflow apps portal.
  • Click Go to task on the application page in the Workflow apps portal.

Alternatively, the task can be completed programmatically using the Complete workflow task action.

6

The App-user can complete the task using the buttons on the task page. If some fields on the page are editable, Workato saves the changes made to the record.

7

When the task is complete, Workato resumes the recipe job.

8

If the user has not completed the task in the time specified by the Number of days to complete task parameter, the task automatically completes with an Expired status.

# Input fields

  • Record ID

  • The ID of the record whose workflow stage you plan to change. You can map this using a datapill from a trigger or action from the Data table connector.

  • Workflow stage

  • The new workflow stage for the request. Select one of the stages defined in your application settings. If this parameter is not passed, it is not changed for the request.

  • Task name

  • A description of the task the assignee must complete. Use datapills to pass contextual information about the task and make tasks distinguishable in the inbox.

  • Assignee

  • The user or user group to assign the task to. You can assign tasks to an individual user by entering their email address. If you assign a task to a user group, all group members are notified and can access the task.

  • Page

  • Select the page where you plan to perform the task or create a new page.

  • Number of days to complete task

  • If not completed within the specified timeframe, the task completes with an Expired status. Select a timeframe from the provided list or enter a custom value.

  • Send email notification to assignee

  • Select whether you want to send email notifications to the assignee. This field is set to Yes by default.

# Output

Output is dynamic and may vary depending on the actions and triggers in your recipe, as well as the columns present in your Workflow app's corresponding data table.

To use this data in downstream steps, map in the relevant datapill from the datatree.

Task
This JSON object includes the following available attributes.
Task ID
Workato automatically generates a unique ID for each task in a Workflow app.
Task name
The name of the task.
Status
The task's status.
Available values include:
Approved:
The status if the task was completed using a button with the Complete task action and its outcome is Approved.
Rejected:
If the task was completed using a button with the Complete Task action and its outcome is Rejected.
Expired:
If the task was not completed in time.
Is approved
Whether the task was completed with Approved status.
Created at
The date the task was created.
Completed at
The date the task was completed.
Completed by
A nested JSON object within the Task object describing the user that completed the task.
If the task is expired, this object may be empty.
Available attributes include
User ID:
The user's ID.
Task name:
The name of the user who completed the task.
Email:
The user's email address.
Request
This JSON object includes the following available attributes. Additional output is available depending on the Workflow app you select and its data table.
Record ID
Workato automatically generates a unique ID for each record in a Workflow app's corresponding data table.
Active task
A nested JSON object within the Request object.
This object is empty if there is not an active task associated with the request.
Available attributes include
Task ID:
The ID of the task.
Task name:
The name of the task.
Status:
The task's status.

Assigned user:
A nested JSON object within the Assigned task object.
This object is empty if the task is assigned to a group.
Available attributes include
User ID:
The ID of the user assigned to the task.
User name:
The name of the user assigned to the task.
Email:
The email of the user assigned to the task.
Status:
The status of the user assigned to the task.
Assigned group:
A nested JSON object within the Assigned task object.
This object is empty if the task is assigned to an individual user.
Available attributes include
User ID:
The ID of the user assigned to the task.
User name:
The name of the user assigned to the task.
Email
The email of the user assigned to the task.
Status
The status of the user assigned to the task.
Due date:
The due date of the task.
Task URL:
The URL for the task.
Created by
A nested JSON object within the Request object.
Available attributes include
User ID:
The ID of the user who created the request.
User name:
The name of the user who created the request.
Email:
The email of the user who created the request.
Status:
The status of the user.

Groups
A nested JSON object within the Created by object.
Available attributes include
Group ID:
The ID of the group this task is assigned to.
Group name:
The name of the group this task is assigned to.
List size
List index
Stage
A nested JSON object within the Request object.
Available attributes include
Stage ID:
The ID of the group this task is assigned to.
Group name:
The name of the group this task is assigned to.
Created at
The date the record was created.
Updated at
The date the record was most recently updated.
← Create request action
Complete workflow task programmatically action →


Last updated: 6/12/2024, 7:06:15 PM

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