Perform the following steps to create a Form task activity:
Under the desired phase, click + Create activity, as shown in the image below.
Under Activity name, enter a descriptive name for the activity.
Under Which activity do you want to create?, use the radio button to select Create task, as shown in the image below.
Under Task type, choose Collect data via a form from the drop-down menu to create a form task.
Under Stakeholder who will complete this task, choose one of the stakeholders from the drop-down menu to create a form task.
In the task configuration screen that appears, provide the following details:
Under Title, enter a title for the task. To personalize it, click Insert placeholders to dynamically include values from form fields, such as the employee’s name, department, or joining date.
Select the Set due date checkbox to add a due date for the task. When this option is enabled, you can configure the due date using the following fields:
Days – Specify the number of days.
Filter – Choose a condition: Before, After, or On.
Select date – Select a specific date.
At – Specify the time in hh:mm format.
For Example, to set the task due 2 days after the journey start date at 10:00 AM, select After from the Filter drop-down, enter 2 in the Days field, choose the journey start date in the Select date field, and specify 10:00 in the At field.
Once the configuration is complete, click Save and next.
In the Form creation screen, drag and drop the required fields into the form canvas to design the form based on the type of information you need to collect from the stakeholder.
The form canvas includes two tabs, Add data fields and Add service item fields. Add fields under the appropriate tab based on the type of information you want to collect.
Use the Add data fields tab to capture general data such as text inputs, dropdowns, dates, and contact details.
Note: For more information about the different data field options available in the system and how to use them, see Form Field Options.Use the Add service item fields tab if you want the stakeholder to select one ore more service items. For example, you can add service item fields like Laptop Model (with a dropdown to select from options such as MacBook Pro, Dell XPS, or Lenovo ThinkPad), Software Licenses Required, and so on. These fields help ensure that the IT team provisions the appropriate assets and access for the new employee.
When you include service items in a form, ensure to create child activities to map each service item to a ticket. To learn how to create child activities, see Create Child Activities (Form Task).
Use the Add conditions option to show a field only when specific criteria are met. This helps personalize the form based on user input.
You can reference fields from the initiator form or from any other form activity configured in the journey. Note that a condition is evaluated only if the referenced field has a value. If the field is empty at the time of evaluation, the condition is treated as false.
Note: Adding conditions is optional. If configured, then the activity is triggered only when all specified conditions are met. You can add up to 10 conditions to an activity.
To add a condition, perform the following steps:
Select Add condition. Note that adding conditions is optional.
In the selection panel that appears, do the following:
Choose a field from an existing form or activity, and then click Select.
Define the condition by choosing either includes or excludes:
Includes – Displays the field when the selected value matches any of the specified values
Excludes – Displays the field when the selected value does not match any of the specified values
In the right panel, click Add journey data to include fields from the initiator form or from activities that will be completed before this activity.
At this stage, choose one of the following options based on the fields you have added to the form:
If the form includes only data fields, click Create to complete the form setup.
If the form includes service item fields, click Save and next to proceed to the Child Activities step, where you can map each service item to a ticket.
