When you receive an email from Ontask you are now a participant in a guided process to filling out a form or electronically signing a document.
Our customers can add in their own logos so your email may look a little different that this but this should give you an idea of what to look out for!
A few helpful hints:
- A laptop or tablet might be easier than a smart phone- some forms are lengthy.
- The email you received has a button that can be clicked to open a browser to do work, make sure it is Chrome, Microsoft Edge, Safari or Firefox.
- If you didn’t receive an email but are expecting it, check your spam folder or ask the person you are working with if they can text or email you a direct link since your inbox may not be accepting the Ontask emails.
- When filling out a form, you can stop and come back later to finish. Just click the same button or link you did the first time and you can pick up right where you left off.
- If you are signing, you can click apply to document or remove, draw your signature or type. OnTask saves your signature to make future signing really simple!
- On the right hand side of Ontask, you can click each field to make sure you complete all required fields and at the bottom of that list we will show you how many there is left to go!
For more about Ontask, please visit and watch some helpful videos!
Your Workflow template can be highly customized to match each step of your business process. To do this, we build out those steps using building blocks referred to as Task Types and pair them together. The most commonly paired task types used to assemble steps and automate work are: Webform, Email, and Fill and Sign.
This powerful combination will:
- Collect data such as emails for use in the workflow
- Send an automated email with an action button to link to a task for the email recipient
- Display a task type for the participant to do work
Even very large and complex business processes will include such combinations, possibly repeating many times to help participants through a large process.
Tips for using the advanced process builder
When you use the advanced process builder here are some tips to help you begin.
- Your Workflow template begins by inserting your first task, normally a webform. In a webform, we can collect email addresses for the roles we will use in our automated business process. Rename your webform to identify what the purpose of this form is.
- Edit your start form. Change the email field in the start form to be a required field and a data type of email or the field will not be available in later steps.
- Next, you can assign a Property Name to the email fields that is easy to remember
- Return to the Process builder by selecting the back arrow on the right hand side
- Your next step in the process may be an email step. In order to show a Fill and Sign or other user facing task to a participant in your workflow, you will need to tell that person that they have work to do and add a link (button) in the email
- If the only email option on the To or CC fields is ‘Originator Email’ review steps 1 through 3 in this section.
- your email button will link to a step in the workflow template. For example, a Fill and Sign step to allow the email participant to fill a form or sign a document.
- The Fill and Sign step must be changed to the email field defined on your start form.
- Publish and Run your workflow to test this powerful combination
For an example, please watch our helpful video of an expense report workflow: https://www.ontask.io/resources/demo-building-expense-reports/
Live Chat will allow you to obtain assistance while building workflow templates. An icon for Live Chat appears during the Template Assistant process and during the Advanced Process Builder process. During OnTask business hours, our staff will try to answer questions you may have to help build out your automated process. If you select the Chat icon outside of OnTask business hours you will have the option to ask your question and we will get back to you once we are available.
Once the chat window is initiated, chat will stay open for you to to continue working with OnTask staff, however the Chat icon will not be available when using the dashboard or running a workflow unless previously started.
Your OnTask Dashboard
- Log in to OnTask.
- To navigate to the Dashboard, click the dashboard icon in the top right corner
What is my Dashboard?
Your dashboard displays the instances of each workflow template that you are running or have completed. Your dashboard displays the organization you are currently accessing (top left drop down list) or click Participant Workflows to see the workflow instances that you have been involved in but do not own.
In your dashboard, on the left side will be the groups and the Workflow Templates in those groups. For more on Groups, click here.
Click a template to show the instances of the automated process that are in progress, completed and cancelled. For information on workflow templates, click here.
To view files, fields or statuses of a specific instance, click the instance card and choose the action in the right hand side panel you wish to perform.
Click on the instance of the workflow you want to view history for. All user tasks completed so far will be listed with details of the user, date, and time the task was completed. Milestones added in the advanced process modeler will display and can be used to track automated tasks such as webhooks.
Fields on Webforms and Fill & Sign steps can be given property names which will capture this data for exports in webhooks, CSV files and more. To read the values in these fields, view the Properties tab for each instance of the workflow
Documents uploaded or created during an instance of the workflow can be downloaded or viewed in your dashboard
This topic outlines which browsers and mobile device configurations that OnTask supports. Supported platforms and versions meet the following conditions:
- Releases are tested against the platform
- Support/developers have the reasonable expectation to be able reproduce bugs in the environment
Note: OnTask may run on devices and browsers not listed within this document. However, if you’re running OnTask on an unsupported device or OS/browser version, any defects that you may encounter will only be fixed if they are reproducible on a supported platform.
Mobile Support Criteria
We support mobile devices that meet the following criteria:
- Support/running the latest version of Chrome, Firefox, or Safari
- Running the latest version of iOS or the latest +2 versions back of Android
- Have a minimum resolution of 720p or “XHDPI” pixel density (see http://screensiz.es/ for a list of these devices)
Browser Support Criteria
We support the following browser versions:
- Chrome: latest release +2 versions back
- Firefox: latest release +esr (extended service release)
- Safari: latest major revision
- Microsoft Edge: latest release +2 versions back