Form Task Templates

Form Task Templates are reusable form configurations for user tasks within workflow steps. Define a form once and use it across multiple workflow action flows, ensuring consistency and saving time.

What You See

Form task templates are displayed as a grid of cards (3 columns), each showing:

• Name — the template title
• Description — what the form collects
• Field count — number of form fields
• Usage count — how many flow actions reference this template
• Action menu — Edit, Duplicate, Delete

Creating a Form Task Template

Click New Form Task Template to open the editor.

Template Details

• Name — a descriptive name (required)
• Description — what this form collects

Default Assignee

Optionally select a default assignee — the user who will be assigned this task by default when the action runs. This can be overridden in the flow editor or at launch time.

Form Fields

Add fields to define what data the form collects. Each field supports:

Property	Description
Name	Machine identifier
Label	Display label
Type	Text, Number, Date, Checkbox, Select, Email, Phone, URL, Textarea, Markdown, Time Slot, Multi-select, Checkbox Group, Repeating Group
Required	Whether the field must be filled
Placeholder	Hint text in empty fields
Description	Help text below the field

Type-Specific Options

• Select / Multi-select / Checkbox Group — choose from three options modes:
  • Static — define options directly on the field (supports JSON bulk input)
  • Standard List — select a shared list from Standard Lists
  • HTTP Lookup — fetch options dynamically from an API (see Dynamic Options)
• Number — optional formatting mask (pattern or regex)
• Number / Date — optional validation rules

Multi-Page Sections

Forms can be divided into multiple pages (sections) for better organization of complex forms.

• Section tabs — each section appears as a tab above the form editor, showing its name and field count
• Add Section — click to create a new section; double-click a tab to rename it inline
• Per-section columns — each section can have its own column layout (1, 2, or 3 columns)
• Section visibility — sections can be conditionally shown or hidden based on field values
• Reorder — use the arrow buttons on section tabs to change their order

INFO

When a form has only one section, the section UI is hidden and the form behaves as a single page.

Multi-Column Layout

Forms support 1 to 3 column layouts, configurable per section.

• Column selector — choose 1, 2, or 3 columns for each section
• Field span — individual fields can span multiple columns (e.g., a full-width textarea in a 3-column layout)
• Row control — fields are arranged in explicit rows within the column grid

Repeating Groups

Repeating groups let users add multiple sets of the same fields — for example, multiple beneficiaries, line items, or contact entries.

Setting	Description
Min Entries	Minimum number of groups required
Max Entries	Maximum number of groups allowed
Nested Fields	The field definitions that repeat in each group

Users see an "Add" button to create new entries and can remove individual entries. Validation runs independently for each group entry.

Dynamic Options (HTTP Lookup)

Select, multi-select, and checkbox group fields can fetch their options from an external API instead of using static values or Standard Lists.

Request Configuration

Setting	Description
URL Template	API endpoint with variable placeholders (e.g., https://api.example.com/clients?q={search})
HTTP Method	GET or POST

The request is proxied through the backend — the upstream URL is not exposed to the browser.

Variables

Variables in the URL template can come from different sources:

Source	Description
Search	The user's search text typed into the dropdown
Literal	A hardcoded value baked into the configuration
Field	Value from another field in the same form

Response Mapping

Use a JSONata expression to transform the API response into option items. The expression must produce objects with value and label properties:

items.{ "value": id, "label": firstName & " " & lastName }

Entity vs Primitive Mode

• Primitive mode — stores just the selected value (e.g., "c-001") for simple foreign key references
• Entity mode — stores the full object returned by the API, enabling sibling fields to auto-populate from the selected item's properties

Visibility Conditions

Form task template fields support visibility conditions with two scopes:

• form.* — reference other fields in the same form (e.g., show "Details" if form.needsDetails is true)
• input.* — reference workflow launch input values (e.g., show "Account Number" only if input.accountType equals "Existing")

This allows forms to dynamically show or hide fields based on context.

Markdown fields also support visibility conditions and variable name references, enabling dynamic read-only content blocks within forms.

JSON Bulk Input

When configuring static options for select or multi-select fields, you can switch to JSON Bulk Input mode to paste a JSON array of options instead of adding them one by one. This is useful for importing large option sets or options generated programmatically.

Validation Rules

Number and date fields support cross-field validation:

• Greater than / Less than another field
• Equals / Not equals a value
• Range constraints

Using Form Task Templates

To use a form task template in a workflow:

1. Open the Flow Editor for a step
2. Add a User Form action
3. In the action configuration, select the form task template
4. The form fields are loaded from the template

You can also define form fields directly in the flow editor action without using a template.

Managing Templates

Action	Description
Edit	Modify the template's fields and settings
Duplicate	Create a copy
Delete	Permanently remove

Tips

• Use form task templates for forms that appear in multiple workflows (e.g., "Compliance Review", "Client Verification")
• The default assignee saves time when the same person typically handles a certain type of task
• Visibility conditions make forms adaptive — users only see the fields relevant to their situation