In the process of creating your OnTask account, you are prompted to create an Organization. A default Group was created for you. Now you can…
- Manage your Account – Create and manage your Organization, Billing, Members, and Groups as needed
- Design a Workflow Template – Start with one of our example Templates or start from scratch
If your Group already has a Workflow Template, you can Launch a Workflow.
From the main OnTask Dashboard, click the vertical “more” icon in the upper-right section of the Dashboard, next to your name, and choose My Account, where you can manage your Account Profile and Password or manage Organizations (including Billing and adding Members) and Groups.
See the Organizations and Groups Video for an overview of these concepts.
You were propted to create an Organization when you created your OnTask account, so you may already have one. Any user can create a new Organization, and will then be that Organization’s Owner.
- Click the “more” icon (…) next to Organization and choose Create New Organization.
- Type the name of the new Organization and click CREATE ORGANIZATION.
- Next you’ll need to add at least one Group before you can design a Workflow Template and Launch Workflows.
- Click the “more” icon (…) next to Organization and choose Edit Organization.
- In the dialog that opens, you can rename your Organization and/or modify the custom portion of the URL that was randomly generated for your Organization.
- Click the “more” icon (…) next to Organization and choose Delete Organization.
- This will remove all access to the Organization and its Workflows, and suspend any Workflows in progress.
Refer to our Pricing FAQ for more information about the pricing models available.
- Click Billing to purchase Workflows.
- There are two types of Workflows you can purchase:
- Subscription – provides a specified number of Workflows per month (click MONTHLY or ANNUALLY to view the pricing for your specified option and to select your billing frequency). If you use all of your Monthly Subscription Workflows, your Organization can choose to increase the Subscription amount or can use Prepaid (anytime) Workflows for overages.
- Prepaid – provides a set number of Workflows to be used without a Subscription or when you’ve used all Workflows in your Monthly allotment.
- Before purchasing, you can preview the billing amounts (total and per Workflow price) using the slider and Monthly vs. Annually billing options.
- Once you’ve finalized your purchase options, to complete your purchase, click CHANGE SUBSCRIPTION or PURCHASE and complete the billing information.
Workflow Participants are not required to be Organization Members; however, only Organization Members will be able to access the Dashboard.
- Click Members and then click ADD MEMBER.
- Provide the email addresses of the Member(s) to add. Note that these must be the same email addresses that your Members will use to sign in to their OnTask accounts.
- Optionally add a message that your invitees will receive in the invitation email, and optionally designate that these Members be granted Administrator privileges.
- Click INVITE.
- An email invitation will be sent to each Member you added, and invited will be added for each pending Member in the Members page.
- The invitee needs to click Accept invitation in the email they receive and complete their account setup and final activation.
You must have at least one Group before you design a Workflow Template.
- Click the + button next to Groups.
- Specify the Group name and whether you’ll be a member of that Group.
- Click ADD MEMBER to add members of your Organization to the new Group.
- To subsequently rename the Group, you can select the Group, click the “more” icon (…) next to it, and choose Edit Group.
Once you’ve invited Members to your Organization, you can add them to a Group. In the OnTask Dashboard, only Members of a Group will see that Group and the Workflow Templates owned by that Group.
- Select the Group to which you want to add Members, and click ADD MEMBER.
- Provide the email addresses of the Member(s) to add.
- Optionally add a message that your invitees will receive in the invitation email, and whether these Members will be granted Group Administrator privileges.
- Click INVITE.
- An email invitation will be sent to each Member you added, informing them that they’ve been added to the Group.
Before you start designing a Workflow Template, it may be helpful for you to get an overview of the process by watching this video.
To create a new Workflow Template:
- If you’re not in the main OnTask Dashboard, click the “Dashboard” icon in the upper-right of the screen.
- Click the + button next to the Group that will own the new Template.
- In the Add New Template dialog, choose whether to start from a blank Template or from one of our example templates and click Add Template.
- You can name your Template by clicking in the name field at the top, and can later modify the name in the same way, as needed.
- If you want each Workflow based on this Template to have a unique name, click the Settings button and specify which combination of properties and text to use for new Workflows. You can later modify this setting, but it will only affect Workflows created after this modification (that is, it won’t affect any Workflows that you already Launched from this Template).
To add tasks to your Workflow Template:
- Click Insert First Task to start adding steps and transitions to your Template.
- Choose the type of task to insert:
- You can then customize the name of the task in the right pane, edit the task (by either clicking the pencil icon of the task or choosing EDIT from the Task Actions drop-down), or delete it. This is also where you’ll choose the task assignee.
To invite Workflow Participants:
As you start designing your template, keep in mind that you’ll want to invite someone to participate in a workflow:
- First you’ll insert a Send & Save Task to send an email. Include a View Task button.
- Set “Assigned to” on any User Tasks they need to complete.
To publish your Workflow Template:
Once you’ve completed the steps and transitions of your Workflow Template, you’re ready to PUBLISH your Workflow Template so that other Group Members can LAUNCH instances of the Workflow.
- Click PUBLISH in the top-right corner of the Workflow Designer.
- Move the Manage – Design toggle to Manage at the bottom of the left pane of the Dashboard and Launch instances of your Workflow Template.
A user task is one that a Workflow Participant will complete:
- A Web Form that you construct using form fields
- A Fill & Sign task that a user will fill out (and potentially sign) based on your uploaded form and designated form fields
- A View File task can be used to route a document for review and approval
A web form allows you to construct a form for a Workflow Participant to complete. In Edit mode, on the General tab, you can specify a Heading and Subheading for the form, as well as an Action Button, which will allow multiple paths of completion of the Workflow (for example, if a request is accepted it would take one path forward, and if rejected would take a different path).
Switch to the FORM FIELDS tab to start adding fields to your form. Choose a form field type from the INSERT FIELD menu. Depending on the field type you’ve selected, there will be different options for you to choose. Most of the field types have the following common options:
- Field Label – the visible label identifying the field on the form
- Property Name – this value allows you to reference this information dynamically from other forms or fields (for example, if you want to customize email notifications to refer to a specific purchase order or an applicant’s date of birth, you’ll be able to insert a property into your email tasks that will dynamically pull in the value from this field)
- Field Size – determines the size of the field on the form
- Required checkbox – adds an asterisk to the field and prevents a user from progressing through the workflow without filling the field
- Read-Only checkbox – this will insert an unchangeable value from another form or field with the same Property Name (for example, if you’ve already asked a user for a mailing address on a previous form, this value can be inserted into the current form as well)
Here are the different field types:
- Date Picker – a standard calendar widget that allows a user to choose a date
- Multi-Line Text – allows the user to type in multiple lines of text, expanding as needed
- Multiple Choice – you select the choices to give your user, as well as how the options are chosen (i.e., dropdown, checkbox, radio button)
- Single-Line Text – you can choose how a user’s response will be formatted, in some cases restricting what the user can input (e.g., phone number)
- If you specify that the input must be a number, you can optionally further restrict a minimum and maximum number, and if you specify a step, the field will appear with up/down arrows for a user to select a number of a certain multiple (e.g., you could restrict the input such that a user must select from 0-100 in a multiple of 10, with the minimum set to 0, the maximum set to 100, and the step set to 10).
- Some types optionally allow you to prefill the field with information from the user’s profile (e.g., email address). A user can overwrite this prefilled field if needed.
- File Upload – allows the user to upload a single file or multiple files (which can be optionally combined into a single PDF), and which file types you want to accept
- Instruction – this will appear as a read-only text field where you can provide instructions to your user
- Group Heading – this inserts a visible labeled divider in your form so you can cluster fields together under a heading (e.g., if you want to group all “Vendor Information” together separately from “P.O. Requestor Information”)
A Fill & Sign task requires that you upload a document (PDF, Office, or image file) that your user will fill out, or click ADVANCED SETTINGS to select a file that the user uploaded in a previous Web Form task with a File Upload field.
You can optionally choose to digitally certify the completed document and to allow a user to download the file from the Viewer.
If your Template needs branching to handle multiple possible outcomes, you’ll want to add Action Buttons, which will allow multiple paths of completion of the Workflow (for example, if a request is accepted it would take one path forward, and if rejected would take a different path).
Once you specify the general options for the task, you’ll switch to the FORM FIELDS tab to configure your input fields.
- From the INSERT FIELD menu, choose a field type:
- Text Box
- Draw the rectangular field on the form where you want the user to input a value or sign the document.
- Click DONE when complete.
A View File task can be used to route a document for review and approval. You can choose to upload a file, or can select a file that the user uploaded in a previous Web Form task with a File Upload field. You can optionally choose to allow a user to download the file from the Viewer.
A Send & Save task allows you to send email notifications to Workflow Participants. It also allows a Workflow Participant to access tasks awaiting their attention. Adding an Action Button to an email message creates a unique link for the email recipient to complete an assigned task.
You can customize the email subject line and content, and can use standard formatting in the body text. In the subject line and content, you can insert properties that have been used in previous Workflow steps to dynamically fill in information (e.g., “Please Approve Vacation Time for Originator Starting on Start_Date“).
You can use Parallel Branches to create a branched workflow with tasks that can be completed simultaneously rather than sequentially.
Once you create a Parallel Branch task, you can name, reorder, and add additional branches as needed. You can then add different task types as needed to each branch.
End your Workflow Template with an End Workflow Event Task.
This task type indicates how a workflow ended. A workflow can have multiple branches. Each Action Button added to a Web Form or Fill & Sign task creates a new branch. The End Workflow event allows the workflow designer to indicate how the workflow ended, based on the branch. This status is displayed under the name of each Workflow instance on the COMPLETED tab.
You can launch a Workflow based on your Workflow Templates. You need to have designed a Workflow Template already.
- If you’re not in the main OnTask Dashboard, click the “Dashboard” icon in the upper-right of the screen.
- Make sure you’re in Manage mode (move the Manage – Design toggle to Manage at the bottom of the left pane).
- In the left Templates pane, select the Workflow Template to use and then click LAUNCH.
- Complete the necessary information your Workflow requires.
Dashboard: The main OnTask screen where Members can launch Workflows. Members can also view all aspects of Workflows in which they’ve participated, and all Workflows for their Group(s). This is also where Administrators can design new Workflow Templates. See our Dashboard Video for an overview.
Group: A department or other set of Members in an Organization who will be working with the same Workflow Templates. A Group may contain any number of Members and/or Workflows. Each Member of an Organization may be a Member of any number of Groups.
Group Administrator: A Group Member with the administrative ability to end a Workflow or design a Workflow Template, and to add, remove, or edit permissions of Group Members.
Member: An individual in your Organization who, once added to a Group, will be able to view and launch new Workflows based on a Workflow Template owned by that Group.
Organization: Your company. Only the Group Members in your Organization, and any Participants that you reference in your Workflows will have access to your Workflows.
Organization Administrator: An Organization Member with the administrative ability to edit the Organization, invite Members, add Groups, and access Billing information.
Participant: Someone assigned a Workflow step. This person may or may not be a Group Member in your Organization. A Workflow Participant is not required to be part of your Organization, nor to have an OnTask account.
Workflow Template: The “master Workflow” with all of the steps and transitions you’ll be using.
Workflow: A particular instance of the Workflow Template, with specific Participants.