We put this handy glossary together to help you get the most out of your OnTask account. Take a look at some of the most common terms found within the tool.
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.
Application Programming Interface (API)
APIs are the way in which multiple applications can interact with one another, allowing for data collection.
The cancel workflow task is the last step in a workflow, which terminates the workflow and ends any ongoing tasks for participants. Cancelled workflows will show up in the “cancelled” section of your dashboard.
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, users can add form and signature fields.
A complete workflow task is 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” section of your dashboard.
The dashboard gives users a view of all in-progress, completed and cancelled workflows.
Edit Document Task
A step in the workflow that allows users to edit previously uploaded documents within the OnTask dashboard.
Escalations, also known as escalation reminders, are 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.
An email task is a step within a workflow that can be configured to send emails to specified parties.
An event task refers to a task which takes an automated action based on predetermined conditions, usually from information collected in tasks that ran before it.
Export Document Task
The export document task allows you to export documents to another program or system for use.
Fill & Sign Task
Fill & sign tasks are steps within your workflow which require users to either upload a document or use a previously uploaded document for a participant to fill out and/or sign.
An integration is the connection between two or more applications.
Groups in OnTask are parts of an organization. Groups contain workflows and members, and are often divided into departments, like marketing or sales.
Group admins only have access to their assigned group. They can edit workflow templates and create workflow templates within the group.
Logic branches use conditional logic and are configured to follow a certain bath based on the rules specified.
Members are OnTask users who are part of a group.
In workflows, a milestone is used to track achievements. Milestone blocks allow administrators to see workflow progress.
Organizations in OnTask are entities that contain both groups and members.
An organization administrator is a user who has control at the organization level and has access to all groups within the organization. These users can add new members to the organization and to any group, as well as assign roles at the organization and group level.
A parallel branch allows a workflow to follow multiple paths at the same exact 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.
Polling is a means for APIs to collect data. Unlike webhooks, they have to be manually triggered to collect data.
Properties are attributes that are used to reference something in a workflow, such as participant-collected data like email addresses, names, or birthdates.
Property names are the label given to properties.
Reminders, also known as task reminders, are email and SMS text notifications that can be set to automatically remind participants they need to take an action after a step has been taken and a predefined amount of time has lapsed.
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 Task
Send & Save tasks either saves or sends information gathered from the workflow to an external system, like an email.
Simple Mail Transfer Protocol (SMTP)
This is an application used to send and receive outgoing emails between all participating parties.
Static content tasks can be used to display custom pages to your participants after one or more assigned tasks have been completed. These pages are used for informational pages and do not require any actions to be taken, therefore workflows will continue on its path automatically following a static content block.
The term “run workflow” means to launch the workflow for users to start participating.
Running Workflow 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.
A template assistant is a wizard that is used to quickly create workflows to fill and sign a document.
The template library houses all of your previous created workflow templates. From here, you can create forms, get documents signed, and create new workflows from scratch as well.
A transaction is one instance of a workflow. Each time a workflow is run and completed, it is considered one transaction.
Revert Workflow Model
As a document undergoes edits, multiple versions are created. Revert workflow model refers to the ability to manage each instance of this document and refer back to previous versions if needed.
User tasks are an activity in a workflow in which a user actively has to participate to move the workflow forward.
A view file task gives users the ability to review a document as part of the workflow.
Web forms are digital, online forms that allow participants to enter their information.
Webhooks are a type of API that automatically send messages to and from apps when an event happens. Unlike polling, this action is instant.
The term workflow is used to define a set of steps or business processes from start to finish.
Workflow automation is the means of taking a company’s processes, defining necessary steps, and setting automated actions to make them structured and repeatable.
The Workflow Builder is a feature within OnTask that allows users to customize the steps of their workflow.
Workflow templates are also known as master workflows, as they contain all of the necessary steps designated for a workflow. These can be copied and modified to fit different business processes.
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.