Subscribing to OnTask (How to pay)

OnTask pricing is available to be viewed on our site:

To purchase a subscription to OnTask you must be the organization owner. As the organization owner, on the dashboard click on ‘$ Billing’ to view the billing page and current plan. Organization owners who are not members of any other organization can click here to navigate to the billing page directly.

Once at the billing page, select the Monthly/ Yearly switch to choose paying one time per year or to sign up for a monthly subscription. Choose the product and click Select Plan.

Special Pricing

If an OnTask Expert or OnTask sales representative has given a code for customized pricing please enter that code first and select apply. When the code is valid and has not expired, the billing options displayed will update to the new subscription details. Click Select Plan and proceed.


Payment Method

Enter the credit card details for the subscription. Click Purchase when ready.

Payment History

Review previous purchases and dates

Changing Credit Card on file

At any time, the card that will be billed for renewals can be changed by visiting the billing page and clicking on Payment Method. Click Update Payment Method and enter the details of the new card.

Search and Workflow Titles

Each time a workflow template is run, OnTask creates an instance of that workflow and creates a ‘card’ in our dashboard showing a few details about that workflow. A critical item displayed in the dashboard for each instance is the Workflow Title.

To setup the workflow title, select the model on the dashboard and edit.

Select Workflow Model Settings (gear/wheel icon) in top right corner.

On the Workflow Title line begin typing the name of fields from the starting web form and you can select from the list that will appear. When the property name is highlighted in green it will use the value entered or imported into that field when the workflow is run. This assembles great workflow instance titles using data from the start form and allows for the search on the dashboard to locate the instances that match the search term.

Some extra calculated fields are also available:

  • Current Day
  • Current Date
  • Current Month
  • Current Year

For example, if completed workflows will need to be found by finding all the instances that were run for May, 2021- adding Current Month into the title will permit the list of instances to be filtered and then exported to csv.

Template Settings (Workflow model settings)

Template Settings is available by selecting the icon for Workflow Model Settings in the advanced process builder for the workflow template being edited. The wheel/cog icon is located in the top right of the process builder view and will allow setting:

  • Template description- use to describe how this template works or what it does. Can be viewed by hovering over the template name prior to running the workflow
  • Workflow Title- use by adding property names from your starting web form to enable search terms on the dashboard to locate instances
  • Expiration Timer- use to set a date when the workflow will be cancelled automatically. Best used for abandoned workflows to keep the in progress tab clean and simple

For more on search and workflow instances see:

Create Document Form (user task)

Create Document Form is step in a workflow model that is a paired value of steps. Adding will automatically add the Fill Document step. 

In the Create Document Form step, reference a document that was previously uploaded to allow participants to add signature, date, or other fields in a Fill Document Form step. Choose the Property Name of the file upload step and participants will add fields. 

In the Fill Document Form step, assign to the email address field for the individual to complete the form added in the creation step. 

Consider adding email or other tasks as needed in between the create and fill steps. 


Static Content (Event Task)

Using Static Content

Your workflow can display customized pages to your participants when one or more tasks have been assigned and completed by the same role.  Inserting a Static Content event in your workflow allows you to defined what will display on those pages as an informational guide and will have no actions required on the displayed page. The workflow will automatically continue on to the tasks assigned to different roles (email or phone) after the Static Content.

Example: “Thank you for completing this form for our company. You may now close this window.”

To add static content to display to a participant:
  • In the advanced process builder, select the plus after the series of tasks assigned to the participant you wish to display a message to
  • Select Event Task and then Static Content
  • Click to edit and on the right side select the Edit button to set custom text
  • Enter the text to display to the participant and close the editor once complete
Note: If the Static Content is not the last task in the series it will display at an unexpected place in the workflow.


Run Multiple Workflows

OnTask allows a workflow template to be selected and run to launch an instance or pick Run Multiple Workflows from the drop down to launch many workflows using a csv file.

To begin, select Run Multiple Workflows and then select “Don’t have a CSV? Download a sample.” by clicking on the Download a sample link. This will export a CSV format with the fields from the starting webform. Each row in the CSV file will begin a new instance of a workflow and display in the In Progress tab of the dashboard.

By downloading the sample CSV the mapping will be automated. If a different CSV is added then the fields must be mapped to each property name.

Once mapping is ready, click continue and review the count of rows in the CSV to ensure accuracy. Choose ‘Cancel on Failure’ if you wish to stop creating workflows if a row is invalid. Click Run when ready.

Do not close the window until 100% complete.


Adding attachments during a workflow

OnTask web forms can permit a participant in a workflow to upload files that can be used in the workflow and shared with other participants or Zapier Events.

In the detailed view of a web form, the right side panel has an option for Form Fields. Insert a field of the type “File Upload”. Label the field to educate your participants what type of file or attachment you are expecting. If a large amount of information or instructions is needed, consider placing an instruction field prior to the File Upload field to include as much detail as is necessary.

Choose between ‘Single File’ and ‘Multiple Files’ to control whether you are expecting one attachment or more.

For the choice: “Choose the file types to accept” pick ‘Custom list of file types’ and enter the file extensions you will accept (do not include the period).

E.g. docx and clicking the enter key will add this to the list of accepted file extensions.



New to Ontask and need to sign a document?

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:

  1. A laptop or tablet might be easier than a smart phone- some forms are lengthy.
  2. 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.
  3. 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.
  4. 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.
  5. 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!
  6. 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!



Live Chat for Workflow Template support

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.