What is Task Settings and How to Use It?
Task Settings is a configuration feature that allows the system to automatically create tasks when a record transitions to a specific State. This enables automatic task assignments to relevant individuals at specific steps of a process and facilitates process automation.
Basic Usage Scenario
When a record (e.g., a document or nonconformity) transitions to a defined State, Task Settings can be used to automatically assign tasks to:
- Specific users
- Roles
- Teams
- Organization units
- Positions
💡 Tip
Instead of assigning tasks directly to individual users, consider assigning them to a team, role, position, or organization unit. This approach simplifies maintenance: if a new user is added to the role or team, they will automatically be included in the task recipients.
⚠️ Warning
The system does not support assigning tasks to manually entered static email addresses. To enable automatic task assignment, you must select a user, role, position, team, or organization unit defined in the system.
How to Define Task Settings
Below are step-by-step instructions on how to add Task Settings to a State in the application:
1. Access the States Screen
- From the left menu, navigate to Administration > Function Designer.
- Select the relevant record type, then click on States from the row actions.
2. Edit or Create a State
- You can either edit an existing state or create a new one.
3. Open the Task Settings Section
- On the state creation/edit screen, click on the desired state and go to the Task Settings panel.
4. Add a New Task Setting
- In the Task Settings section, click the + New button to add a new task definition.
5. Fill in the Fields
- In the opened form, fill in the fields such as the assignee (user/team/role), description, initial state, duration, and language.
6. Save
- After filling in the form, click Save. Tasks will now be automatically assigned to the defined recipients when the state transition occurs.
Main Fields in Task Settings
Below is a summary of the main fields used when defining a task in Task Settings.
Required fields are marked in bold.
| Field Name | Description |
|---|---|
| Assignment Options | Defines who the task will be assigned to. Beyond picking a fixed user, role, position, organization unit or user group, you can route the task to a field on the record itself — see Choosing Recipients and Assignees. |
| Template Name | Specifies the name of the task description template. Predefined templates help maintain consistent task descriptions and allow use of record field values in descriptions. |
| Creation Rule | An optional condition deciding whether the task is created at all. Leave it empty and the task is always created when the record enters the state; fill it in to create the task only for records that match. |
| Task State | Indicates the initial state of the created task (e.g., Pending, Assigned, Completed). |
| Is Notification Only? | Specifies whether the task is for notification purposes only. Notification tasks generally do not require approval or action. |
| Estimated Duration | The estimated time to complete the task. |
| Default Language | The default language code (e.g., tr, en-US) for task notifications. |
ℹ️ Note
The language of task notifications is determined by the user’s profile setting first. If the user has no language set, the language defined in the Task Settings will be used. If that is also not set, the system’s default language will apply.
💡Tip
You can define multiple task settings for a single state, or associate a single task definition with multiple assignment configurations.
ℹ️ Note
A task must belong to a system user, so a plain e-mail address cannot be an assignee. Notification Settings do allow one — see Choosing Recipients and Assignees.
Sample Use Cases
-
Approval Task:
When a record transitions to the "Pending Approval" state, a task is automatically assigned to the relevant manager. -
Information Request:
When a record moves to the "Awaiting Additional Information" state, a task is assigned to the relevant user or team to provide input. -
Follow-up Task:
When a record reaches a critical state, a follow-up task is created for a specific team or role.
Simplified Entity Structure of Task Settings
The diagram below shows the basic relationships in Task Settings: