Glossary of Terms

Access Tokens

Access tokens are part of a token-based authentication system, allowing applications to access an API. These are used to make security decisions and safely store user information. Access tokens in OnTask are created for and specific to a single Workspace.

Application Programming Interface (API)

APIs are the way in which multiple applications can interact with one another, allowing for data collection.

Assigned Task

Any task that requires an assignee to complete work to continue. These tasks will be available to only the specified assignee.


A user, identified by email address, will be assigned one or more tasks to complete in a workflow instance.

Background Task

Any task that is completed automatically by OnTask. These tasks are used to process data, handle outputs or make logic decisions in the workflow template.

Cancel Workflow

A workflow instance can be canceled in one of two ways. The cancel workflow task can be used as the last step in a workflow or a workspace administrator can manually cancel an instance from the instance list. In either case, this terminates the workflow instance and ends any ongoing tasks for participants. Canceled workflows will show up in the “canceled” tab in your instance list. 

Conditional Logic

Conditional logic allows users to set rules or conditions that can change the process depending on the input. Conditional logic operates on if/then statements to proceed.

Create Document Form Task

The Create Document Form task allows you to create a document form from a previously uploaded document in your workflow. In this step, the assignee can add form and signature fields. Adding this task to a workflow template will also add a Fill Document Form task to be assigned to the assignee who will complete the fields. 

Complete Workflow

The Complete Workflow task can be used as the last step in a workflow, which terminates the workflow and ends any ongoing tasks for participants. Completed workflows will show up in the “completed” tab in your instance list. 

Create Reusable Document or Form

This button triggers a wizard that is used to quickly create workflows to fill and sign a document. These workflows can be maintained without using the workflow builder.


The dashboard is the main interface for organization members and administrators. It contains sections for managing organization settings, workspaces, and members as well as quick access to commonly-used features.

Edit .docx File Task

A task that can be used in the workflow that allows an assignee to edit a previously uploaded Word document within the workflow.


Escalations, also known as escalation reminders, are time-delayed events associated with any user task; typically email or SMS notifications that can be set in a workflow to notify managers or higher-level employees when a participant has not completed the necessary action for the workflow to proceed.

Email Task

An Email task is a step within a workflow that can be configured to send emails to specified parties. These emails can be customized and may contain a link for the recipient to access their available tasks as well as download links for any documents available in the instance.

Export Document Task

The Export Document task allows you to export a document in the workflow instance to an external system. Currently supported destinations include Amazon S3, Microsoft Sharepoint, Google Drive, Dropbox, Salesforce, edocr, or any manually configured REST API endpoint.

Fill & Sign Task

Fill & Sign tasks are steps within your workflow that require users to either upload a document or use a previously uploaded document for a participant to fill out and/or sign.

Instance List

A section to view all “in progress”, “completed”, and “canceled” workflow instances specific to a workflow template.

Instance Title

The running workflow title allows you to give each unique instance of a workflow a name so that they are distinguishable within your dashboard. 


Integration is a connection between two or more applications. For OnTask, this is primarily via document exports to supported third parties as well as integrations via Zapier.

Logic Branch

Logic branches use conditional logic and are configured to follow a certain path based on the rules specified.


Members are OnTask users who are part of a workspace or organization and do not have administrative permissions.


In workflows, a milestone is used to track achievements. Milestone blocks allow administrators to see workflow progress.

My Documents

My Documents is a section that holds all document templates organized by Workspace. From this area, you can manage your document templates and control whether you want to get your document quickly signed, manage roles and fields, preview, download, or delete.


Organizations in OnTask are entities that contain both workspaces and members. Billing plans are configured at an organizational level.

Organization Administrator

An organization administrator is a user who has control at the organization level and has access to all workspaces within the organization. These users can add new members to the organization and to any workspace, as well as assign roles at the organization and workspace level.

Parallel Branch

A parallel branch allows a workflow to follow multiple paths at the same time. The two paths operate independently of each other.


A payload is the part of an API that contains the data being sent to the server during an API request.


Properties are used to store data collected or used within a workflow instance, such as email addresses, names, or birthdates. Each property name must be unique within a given workflow instance.

Quick Sign

Quick Sign is a feature that allows you to upload a document and quickly sign it yourself or send it for signature, without having to build an OnTask workflow. Simply upload your document and choose “Sign it Myself” or “Send and Sign”.

Quick Sign Documents

This section contains all documents sent or signed from the Quick Sign section on the Dashboard. 


Reminders (or Task Reminders) are time-delayed events associated with any user task; typically email notifications can be set in a workflow to automatically remind participants they need to take an action and a predefined amount of time has lapsed.

Revert Workflow Model

As a document undergoes edits, multiple versions are created. The revert workflow model refers to the ability to manage each instance of this document and refer back to previously published versions if needed.

Run Workflow

Run Workflow means to launch the workflow for users to start participating.

Share Workflow

Share workflow allows you to either copy a link to your workflow or download a QR code that can be shared with participants.

Software as a Service (SaaS)

Also known as web-based software, this is a type of platform that allows users to access it over the internet.

Send & Save Tasks

Send & Save tasks can export documents or instance properties to an external system or email recipient(s).

Simple Mail Transfer Protocol (SMTP)

This is a standard protocol used to send outgoing emails.

Static Content

Static Content tasks allow you to configure custom content that will be shown to the specified participant when they have no remaining tasks available.

Template Library

A collection of prebuilt workflow templates that can be added to a workspace for immediate use, customization or to serve as a starting point for more complicated workflow builds.

User Task

User tasks are an activity in a workflow in which an assignee actively has to participate to move the workflow forward.

View File

A view file task gives the assignee the ability to review a document as part of the workflow.

Web Forms

Web forms are digital, online forms that allow the assignee to view or enter information.


Webhooks trigger an outbound web request to an external application when an event happens.

Workflow Automation

Workflow automation is the means of taking a company’s processes, defining necessary steps, and setting automated actions to make them structured and repeatable.

Workflow Builder

The Workflow Builder is a feature within OnTask that allows users to create a workflow from scratch or customize the steps of an existing workflow.

Workflow Instance

A single running process of a workflow template. An instance can be started from the user interface, API, shared link or QR code. Instances for a given workflow template are listed in the instance list.

Workflow Templates

Workflow templates contain all of the necessary steps designated for a process. These can be copied and modified to fit different business processes.


Workspaces in OnTask are parts of an organization. Workspaces contain workflows and members and are often divided into departments, like marketing or sales.

Workspace Administrator

Workspace admins only have access to their assigned workspace. They can edit workflow templates and create workflow templates within the workspace.

Zapier Event

A Zapier event is an API connection that can be set up for OnTask to send and receive data to Zapier. This allows users to integrate third-party systems with OnTask.

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