Assign a task

Note: Instead of using the Assign a task action, we recommend you use the new Assign a task to multiple users action to assign a task to one user or multiple users at the same time and direct subsequent workflow logic based on the assignees' responses. For more information, see Assign a task to multiple users.

Use the Assign a task action A tool for building the processes, logic, and direction within workflows. to assign a task and direct subsequent workflow logic based on the response. The workflow sends the task to the recipient and then pauses until an outcome is applied.

Understand task types

When you configure an Assign a task action, you choose between express approval or form-based task types.

Express approval task type

You define the outcomes for the task. For example, "Done" when you just want confirmation of completion or "Approve" and "Reject" when you want a reviewer response to determine future workflow logic. The task recipient can apply an outcome through:

  • Email reply.
  • Tasks in the Nintex Mobile app.
  • The Tasks page in Nintex Workflow Cloud.

You can customize:

  • Who receives the email.
  • What the email subject/message body is.
  • What attachments the email includes.

You can also set a due date for the task. If the assignee does not respond in time, then the Assign a task action either:

  • Escalates the task to other people that you specify.
  • Completes the task automatically with a default outcome that you define.

After the decision-maker responds to the task, the workflow continues along a path that you have defined.

Form-based task type

If you select a form-based task option, then the email includes a link to a task form. You define the outcomes for the task. For example, "Done" when you just want confirmation of completion or "Approve" and "Reject" when you want a reviewer response to determine future workflow logic. The task recipient can apply an outcome through:

  • Form submission.
  • Tasks in the Nintex Mobile app.
  • The Tasks page in Nintex Workflow Cloud.

You can customize:

  • Who receives the email. You can configure the action to ensure the assignee must sign in to Nintex Workflow Cloud to access the form. For more information, see Enable Assignee authentication for form-based task type.
  • Note: This is also a people picker field. You can select users from User directory lookup, User management list in Nintex Workflow Cloud, or an external email address (if not authenticated).
  • What the email subject/message body is.
  • What attachments the email includes.

You can also set a due date for the task. If the assignee does not respond in time, then the Assign a task action escalates the task to another person that you specify.

Note: This is also a people picker field. You can select users from User directory lookup, User management list in Nintex Workflow Cloud, or an external email address (if not authenticated).

After the assignee responds to the task, the workflow continues along a path that you have defined.

Configure the Assign a task action

Important: 

Emails from tenants with a trial license can be sent only to email addresses of domains registered in the tenant. To see the list of registered domains in your Nintex Workflow Cloud tenant, go to Settings and then select Domain management. For more information about domain management, see Domain management.