Tasks

A designer role is required. For more information, see User roles.

A task is a job assigned to a person. The workflow pauses until the assignee responds to the task. In Nintex Automation Cloud, the types of tasks are Express approval and Form-based. See Assign a task to multiple users for more information on task types.

Use the Tasks page to:

  • View active and completed tasks for which you have permission.
  • Search for tasks using custom filters.
  • Test or modify your workflow design.
  • Override tasks in tenants (Administrator role required).

Note: In the Tasks page, you can view tasks that are either assigned to you or created in workflows shared with you. Only users with the Administrator role can see all tasks across the tenancy.

Jump to:

Access the Tasks page

  1. On the top navigation bar, click Automate.

  2. From the menu on the left, click Tasks.

    3. The Tasks page appears and, by default, displays a list of tasks for which you have permission in the All active tasks tab. You can also find all completed tasks in the All completed tasks tab and search for tasks in the Custom filters tab.

Search for tasks using custom filters

  1. In the Filters section, click Custom filters.
  2. Depending on your search criteria, enter parameters in any of the following fields:
    • Task name
    • Workflow name
    • Assignee email
    • Status
    • Date range
    • Date

    3. For more information, see Custom filters fields and selections.

  3. Click Apply filter to start running the search.

    4. Search results appears below the Filters section.

Override tasks

  An administrator role is required. For information, see User roles.

If a task assignee cannot complete a task, an administrator can override it and complete it instead of the original assignee.

Note: 

  • If you are a participant who needs to view, manually delegate, or respond to a task, go to My Nintex. For more information, see Tasks.

  • If you are a business owner who needs to override a task, go to My Nintex. For more information, see Workflow tracking.

  1. In the Filters section:
    • If you want to view and override any active tasks, click All active tasks.
    • If you want to create a customized filter to view and override tasks, click Custom filter. For more information, see Search for tasks using custom filters.

    2. For more information, see All active tasks and All completed tasks columns and selections.

  2. Find the task that you want to override, and under the Response column:
    • If the task is an Express approval type, click Complete task. A drop-down list appears, where you can select the desired outcome of the task.
    • If the task is Form-based, click Complete form. The form appears where you can submit information.

    3. After setting the outcome, the task is completed and appears in the All completed tasks section.

Column or selection

Description
Task name The name of the task specified during workflow configuration.
Workflow name The name of the workflow that created the task.
Status Current task status.

Date initiated

Date the task was initiated.

Assignee email

Email address of the task assignee as specified during workflow configuration.

Note: For tasks with multiple assignees in the All active tasks tab, click Multiple assignees to view the individual rows for the assignees.
Completed by

Describes how the task was completed. If task is still active, this column is blank until task is completed.

If the task is completed:

  • This column displays "Form submission" for Form-based tasks.
  • This column displays the email address of the user who responded to the Express approval task.
  • This column displays "Autocompleted" for escalated tasks that are configured to autocomplete on the due date.

Date completed

Date the task was completed. If task is active, column is blank until task is completed.

Response

Outcome of a completed task.

If the task is still currently active and waiting for response, the following options are available:

  • If the task type is Form-based, the Complete form option appears.
  • If the task type is Express approval, the Complete task drop-down option appears, showing the following options:
    • Approve
    • Reject

    • Note: Aside from the default Approve and Reject response types, any other response type can be created and customized during workflow configuration.
Field or selection Description
Task name The name of the task specified during workflow configuration.
Workflow name Type the name of workflow that is the source of instances that created the tasks.
Assignee email Type the email address of the task assignee; case-insensitive.
Status

Task status to use for the search. Choose one of the following.

  • Active: Task outcome not yet completed and currently running.
  • Overridden: Task outcome was selected via the Tasks page, and not the normal channels (email for Express approval and form submission for Form-based). Task is completed and no longer active.
  • Complete: Task assignee responded to the task. Task is completed and requires no further action.
  • Expired: Task past expiration period.
  • Terminated: Task terminated without an outcome due to termination of workflow instance or deletion of workflow.
  • All: All task outcomes.
Date range Click the calendar icon to select a date range.
Date

Choose one of the following: 

  • Initiated : Search for tasks that were initiated within specified Date range.
  • Completed: Search for tasks that were completed within specified Date range.

Search results list the tasks within the date range you specified in Date range. If Date range is left blank, the default date range is from 30 days to today.
Apply filter Click to start running the search.