Assign a task to multiple users

1. Add the action to the workflow and open the action configuration panel. For more information, see Add an action to the workflow.

2. Type a Task name.
3. Type a Task description.
4. Enable the Task type you want for the action. You can select one or both task types. To view a description of the available task types, see Task type.

   • Task form: Collect information using a custom form.

   • Disable send email: Task email notifications for the assignee can be turned off. This setting does not apply to Express approval tasks.

   • Express approval: Used to get a simple outcome from users, with a term such as Accept or Reject.

5. If you enabled Task form as a Task type, configure the form:
   1. Click Design form to open the forms designer.

   Note: After you design a form and apply changes, this changes to Edit form in the configuration panel. You can then click Edit form to make additional changes to the task form.

   2. Define controls, rules, and styles as required for this task form.
   3. Click Apply changes.

6. Define the Outcomes for the task. For more information, see Add multiple outcomes. The Outcomes fields that are displayed depend on the Task type and Outcomes you choose.

   1. If you want to define task outcomes, enable Multiple outcomes and type the Outcomes you want. Click Add outcome to add more outcomes to the action. A branch is created for each task outcome you define.
   2. If you are select Express approval as the task type, type the Express approval term that your assignees must respond with to complete the task.
   3. Select Completion rules.

7. If you want users to sign in to Nintex Workflow to access the task form, enable Assignee authentication. For more information, see Enable Assignee authentication.

8. Specify the Assignees.

9. Select an Assignment behavior.

10. In the Message section, type the Subject.

11. Type the Message body of the email. To expand the message body window and to see more options in the toolbar, click (Expand editor). For email file attachment information, see Add file attachments to the task email.

    

12. If you want to send reminders to the assignees at intervals you specify, enable Reminders. For more information, see Assign a task to multiple users fields, buttons, and settings.

13. If you want to escalate the action and send the task to the recipient you specify, or complete the task with an Autocomplete outcome, enable Escalation. For more information, see Define the task escalation.

For more information on the fields, see Assign a task to multiple users fields, buttons, and settings.

With Assignee authentication, you can configure a requirement for the task assignees to sign into Nintex Workflow to access and complete the task. If you do not enable Assignee authentication, assignees don't need to sign in to Nintex Workflow to access and complete the task.

1. Open the action configuration panel. For more information, see Add an action to the workflow.

2. In the Assignee section, enable Assignee authentication (enabled by default).

3. Type in the Assignees field to filter and select a user. Only the following users can be selected for assignee:
   • Users who are already listed in the User Management page.
   • Users from your Azure Active Directory, provided, you have configured User directory lookup. Once an assignee is selected from the Azure Active Directory, the assignee's account will be auto-onboarded into the User Management page.

The selected users will need to sign into Nintex Workflow to access and complete the task.

If you're using a variable instead of selecting users, the variable should be in the email address format.

For more information on the fields, see Assign a task to multiple users fields, buttons, and settings.

You can configure the Assign a task to multiple users action to retrieve one or more files from previous points in the workflow, and then send the files as attachments with the task email to the assignees.

Note: Attachments must be a File or a Collection (of Files). If an attachment is a URL pointer to a document (URL in a text variable), the task email will not be sent.

1. Open the action configuration panel. For more information, see Add an action to the workflow.

2. In the Message section, click the File attachments field.
3. Click + Insert.
4. Click the variables representing the files you want to attach. You can use Collection and File type variables. If there are no existing variables, you may need to create a variable first before you can insert it.
5. Click Insert.

For more information on the fields, see Assign a task to multiple users fields, buttons, and settings.

You can define multiple outcomes and let the task assignees choose how they respond to the task. Each outcome you specify creates a separate branch for the action in the workflow. The workflow is directed along the corresponding path based on the outcome selected by a task assignee. If you select multiple outcomes, you need to have at least two outcomes defined. You can add, remove, or rename outcomes as needed. Approve and Reject are included by default.

For more information about task outcomes, see Outcomes.

1. Open the action configuration panel. For more information, see Add an action to the workflow.

2. In the Outcomes section, enable the Multiple outcomes toggle.
3. Edit the Reject or Approve Outcomes as required.
4. To add a new outcome, click Add outcome.
5. Type the new outcome name.

Each outcome is displayed as a new branch on the canvas.

For more information on the fields, see Assign a task to multiple users fields, buttons, and settings.

You can configure the due date for the task. If the assignees don't respond to the task within the time frame you set, then the action does one of the following:

• Escalates by sending the task to another assignee.
• Autocompletes the task with a selected outcome.

1. Open the action configuration panel. For more information, see Add an action to the workflow.

2. In the Escalation section, enable Escalation, and then select to use a date variable or calculate an amount of time:

   • Use a date variable

     1. Click Use date variable.
     2. For Due date, select a date variable.

   • Calculate an amount of time

     1. Click Calculate date.
     2. For Number, type a value or select a variable (decimal or integer type).
     3. For Unit of time, select a time unit.
3. Select an Activity on due date.

• If you select Escalate, in the Escalation assignee field, type an email address. Optionally, click Customize email to send a customized message when the task is escalated.

• If you select Autocomplete, select an Autocomplete outcome.

Note: You can choose an Autocomplete outcome only when Multiple outcomes is enabled. If Multiple Outcomes is disabled and Express approval is enabled, the Express approval term is selected automatically. If Multiple Outcomes is disabled and Express approval is disabled, the Autocomplete outcome is automatically set to Autocompleted.

For more information on the fields, see Assign a task to multiple users fields, buttons, and settings.

The Assign a task to multiple users task variables are available once you have configured the task. To find them in the Insert variables or Variables panel, click the task name object for the Assign a task to multiple users action.

The available task variables include:

• The First Response object, which provides the responder name and the outcome of the first person to respond to the task.
• The Task Responses collection, which provides the responder name and outcomes of all people who responded to the task, including the first responder.

You can use a Loop for each action to access the variables in the Task Responses collection in your workflow.

For more information on using variables in workflows, see Variables.

Depending on your action configuration, the following variables are also generated:

• Form URL - The URL that an assignee can use to access the form.

• Task name (Form link) - A hyperlink to the form URL using the Task name.

You can only use these variables in the Assign a task to multiple users Message body.

Note: When you use Start event variables or workflow action variables in your workflow, the workflow object is dynamically added to the form toolbox. You can use the data from these object variables in a form. See Workflow Objects for more information.