A Form Task step allows you to add a Form to a Workflow process. The information collected on a Form Task step can be used in the Workflow. For example, an Evaluate step can use Form data in a conditional expression that determines how to route Workflow processing. You must enable and add Forms in the Workflow Map work package before you can use the Form Task step. For more information about adding and enabling Forms, see Adding Forms to the Work Package.

When you define a Form Task step, you must specify the following information:

• General information.

• The user assigned to the step.

Specifying General Information

The general information you can specify for Form Task steps includes a step name, instructions displayed on the General window of the Workflow step page for a user who accepts a group assignment, a user or group assigned to the step, and the following date and priority settings:

• The amount of time (duration) in which the step should be completed.

• A step priority.

• A start date, which is when you want work on the step to begin.

• Whether Content Server recalculates the Workflow due dates after the step is processed.

• The Form to display on the step if the Workflow package contains more than one Form.

• Whether the step must be processed in the background after the step assignee sends the step on.

• Enable or disable e-mail interaction with the step.

For more information about dates and priorities, see Understanding Dates and Priorities.

Participating in Step Assignments by E-mail

You can allow groups or users assigned to Form Task steps to perform work on the steps through e-mail messages. For more information about e-mail-enabling a Form Task step, see Participating in Step Assignments by Email.

Specifying a Form Task Step Assignee

The Form Task step allows you to assign the task defined on the step to:

• A specific user or group.

• Multiple users or groups.

• The assignee from a previous Workflow step.

• An assignee specified in an attribute.

• Users or groups based on one or more conditional statements you create using the Expression Builder.

• A Workflow role.

Specifying the Group Assignment Method

If you assign the step to multiple users or groups, you must select one of the following group assignment methods to indicate how members of the group accept and complete the task:

• Member Accept, which requires only one member of the group to perform the task. When ready, the task appears on the Assignments page of all group members. When one member accepts the task, the task is removed from the Assignments page of the other members of the group.

• Member Accept (Maintain), which requires only one member of the group to perform the task. If a loopback occurs to make that step ready again, the step is assigned to the same user who worked on the step initially.

• One Level Expand, which requires each member of the group to perform the task. If the group contains one or more subgroups, only one member from subgroup is required to perform the task. After a member of a subgroup accepts the task, it is removed from the Assignments page of other members of the subgroup.

• Full Expand, which requires each member of the group and any of the subgroups within that group to perform the task. Until every member of the group and its subgroups completes the task, the Workflow does not move on to the next step.

Using Conditional Statements to Assign a User Step

You can use the Expression Builder to define a series of conditional statements and If, Else If, and Else tests that determine a Form Task step assignee by assigning the step to the first conditional statement that evaluates as true. For more information about the Expression Builder, see Working with the Expression Builder.