Tasks
Tasks
Tasks are the core execution element within a flow in Enspace.
They represent what needs to be done, by whom, and how the activity should be carried out.
Each task is highly configurable, allowing for tailored experiences across different processes and teams.
What can be configured in a task?
- Task action: The type of activity to be performed (e.g., fill out a form, review a document, etc.).
- Assignees: Who should execute the task (users, roles, groups, etc.).
- Response time: Define a deadline for task completion.
- Success trigger: Configure what happens when the task is successfully completed.
- Error trigger: Define what happens in case of failure or error during the task.
- Execution conditions: Control when and how the task is shown or activated.
Available Task Actions
Below is a list of actions you can select when creating a task:
| Action | Description |
|---|---|
| Form Fill | Displays a form to be completed with fields defined in the flow. |
| Send Email | Automatically sends customized emails to users or groups. |
| Confirmation | Asks the assignee for a simple confirmation like "Yes" or "No". |
| External API | Makes a call to an external API, enabling integration with other systems. |
| Complete Step | Marks the current step as completed, moving on to the next one in the flow. |
| Complete Flow | Ends the entire flow, indicating all necessary tasks have been executed. |
| Answer Question | Displays a question and collects a simple answer (e.g., yes/no or multiple choice). |
| Submit Response | Allows the user to submit a structured response to a previous question or form. |
| Generate Item Document | Automatically generates a document based on the current item’s information. |
| Internal Document Review | Requires review of a document generated or attached internally. |
| External Document Review | Requires review of a document submitted by external users or partners. |
| Use Integration | Executes actions through configured integrations (e.g., sign with DocuSign, send to CRM). |
| Send to Knowledge Base | Publishes the content or document to the organization’s Knowledge Base. |
| Internal Review + Field View/Edit | Combines internal document review with the ability to view and edit flow fields. |
| Approve | Presents an approval task with options like "Approve" or "Reject", used in decision-making. |
Stamp insertion in documents (PDF)
When using actions that generate PDF documents, you can enable the automatic insertion of a stamp (seal) in the generated file.
This functionality is available when configuring the task action and enabling the Insert stamp option.
How to configure
1. Go to the Action tab and enable the Generate PDF option
2. Enable the Insert Stamp (Chancela) option, which will appear after activating the previous option
Available settings
Stamp type
1. If you want to use the same stamp for all documents in the flow, select Single Stamp in the Stamp Type field
2. If you want each member to have their own stamp when completing a task and generating an official document, select the User Stamp type.
Remember: for this to work, members must have their own stamps configured in the Member Management area.
⚠️ The user stamp is only applied to tasks with human action (e.g., form filling, review, etc.). In automatic tasks or simple confirmation tasks, there is no defined executing user, so the stamp will not be applied in this mode.
Stamp position
1. In Stamp Position, you define in which corner of the document the stamp will be applied:
Stamp size
1. You will see a Stamp size definition option
2. Select the Automatic option if you want ENSPACE to automatically scale your stamp to a maximum of 80x80px
3. Select Custom if you want to manually define the height and width of your stamp
4 Define the Height and Width in px of your stamp
The maximum stamp size is 80px by 80px.
For user stamp, the system uses the size configured for the member.
Behavior
- The stamp is automatically applied when generating the PDF
- The position follows the task configuration
- The size respects the configuration defined (in the task or member)
Best practices
- Use images with a transparent background
- Avoid extra margins
- Prefer images close to 80x80px
- Test positioning before using in production