Task Assignment & Visibility

Control who is responsible for a task and who can see it.

Assigning tasks

You can assign a task to:

• A specific team member — Choose from your team members list.
• Workflow runner — The person who starts the process instance.
• Email field — Automatically assign based on an email address entered in another task’s form field.

Assigned users receive email notifications about their tasks and can see them in their inbox.

Visibility settings

Control who can see a task when running the process:

• Everyone — All users can see the task (default).
• Team members only — Only your team members can see it, not guest users.
• Workflow runner only — Only the person running the process can see it.
• Specific members — Choose exactly which team members can see the task.
• Specific groups — Restrict visibility to one or more groups. Only members of those groups (plus owners and admins) will see the task in a running instance or their inbox.

A visibility indicator appears on tasks with restricted visibility so you can easily see which tasks have custom access.

Assigning tasks to groups

As well as assigning to individual members, you can assign a task to a group. When the process is run, every member of that group receives the task in their inbox.

See Team Members & Groups for how to create and manage groups.