Create and edit task-specific information groups for workflows

Task-specific information groups allow you to add fields for workflows. (See Add, edit, and delete fields to task specific information groups.)

When you create a new Task-specific information group, you specify the group code and its name, as well as the first field that you want to include in the group. You can set up other information about the field, including the field type and a default value. You can set up additional fields, change the order of fields in the group, and change any values when you edit the task-specific group.

When you create a Task-specific information group, you must also specify the category that the group belongs to. You can set up the first field so that it is searchable or required. You can also specify a default value and a fee indicator.

For example, you can require data entry in the field, but only after the user is ready to move to the next task. You can then set the Required flag to No, the No Change to No, the Next Task to Yes, the Branch to Yes, and the Loop to Yes. When a daily user enters a status that moves an item to the next task, Civic Platform requires the user to enter the Task-Specific Information before moving to the next task.

To create a task-specific information group

  1. From Civic Platform, select the user account icon and select Classic admin.

  2. Select Workflow > Task specific info.

  3. Select Add.

  4. Update the following fields, as required:

    Field Action
    Task-spec info group code Enter a unique code to identify the category that the Application specific information group belongs to.
    Task-spec info group name Enter a name to identify the Application specific information group. There can be many groups in one category. This name only applies when there is more than one group in a category.
    Group display order Enter a number to determine the position of this information group on the Application specific information page in Daily activities. For example, if you want this information group to appear second, enter 2.
    1st field label Enter the label for the first field you want to add to your Application specific information group. For example, if you want to prompt users to specify a date, enter Date.
    Citizen Access displayable If you want Citizen Access to display this information, choose Yes; otherwise, choose No.
    Citizen Access searchable If you want users to be able to search for task-specific information, select Yes; otherwise, select No.
    Display len Specify the maximum number of characters that Civic Platform displays.
    Display order Enter a number to determine the position of the first field in your Application specific information group. For example, if you want the field to display before any other fields, enter 1.
    Default value

    If you want to provide a default value for the first field in your Application specific information group, enter it here.

    If you are setting up a drop-down list, you can add values to the drop-down list so that a user has multiple values to choose from. For instructions, see Create and edit task-specific information groups for workflows.
    Fee indicator If you want to use the first field value in a fee calculation, enter the unique 5-digit indicator, that you use to identify this application specific variable in the fee formula. You must use a value between 10100 and 10599 and use the format: $fixxxxx$For example, enter $fi10101$
    Field type Choose the type of the first field in your Application specific information group. You can choose from Text, Date, Y/N, Number, Drop-down list, Text area, Money, Time, and Check box field types. For more information on field types, see Create and edit task-specific information groups for workflows.
    Justification If you want the field label to be right or left aligned, select the drop-down list to select either Right Align or Left Align. Justification is useful when you are using a language other than English that requires justification.
    Max len Specify the maximum number of characters that the field accepts.
    Required flag If you want to require the Task-specific information on all status actions including a No change, Next task, Loop, and Branch, select Yes; if you want to make the Task-specific information collection optional, select No.
    Required with task statuses branch If you set the Required Flag to No, but you want to make Task-Specific Information required when a user selects a status that leads to a task branch, select Yes; otherwise, select No.
    Required with task statuses loop If you set the Required flag to No, but you want to make Task-specific information required when a user selects a status that leads to a task loop, select Yes; otherwise, select No.
    Required with task statuses next task If you set the Required flag to No, but you want to make the Task-specific information required when a user selects a status that leads to the next task, select Yes; otherwise, select No.
    Required with task statuses no change If you set the Required flag to No, but you want to require Task-specific information when there is no change to the task status, select Yes; otherwise, select No.
    Supervisor edit only If you want only a supervisor to be able to edit the group options, select Yes; otherwise select No.
    Searchable flag If you want to let users search for applications based on this field, select Yes; otherwise, select No.
    Status If you want to let users see this field in Civic Platform, select Enabled; otherwise, select Disabled.
    Unit If you want to attach a unit such as square feet, dollars, or miles to the first field value, enter it here. You can choose from standard choices, or enter a new unit.

  5. Select Submit.

After you create a Task-Specific Information group, you might need to change it. You can update any fields that belong to the group by changing the field type or any other features about the field, including the display order. You cannot change the field label, but you can add new fields to the group, and delete fields that you no longer use.

To edit a task-specific information group

  1. From Civic Platform, select the user account icon and select Classic admin.

  2. Select Workflow > Task specific info.

  3. Complete these fields to search for the group that you want to edit:

    4. Field Action
    Task-specific info group code Enter the group code associated with the Application Specific Information group you want to search for.
    Task-specific info group name Enter the name of the group you want to search for. There can be many groups in one category. This name only applies when there is more than one group in a category.
    To see a list of all groups, select Submit without entering details about an individual group

  4. Select Submit.

  5. In the list of groups, select the red dot that appears next to the group that you want to edit.

  6. Update the following as necessary:

    Field Action
    Task-spec info group code Enter a unique code to identify the category that the Application specific information group belongs to.
    Task-spec info group name Enter a name to identify the Application specific information group. There can be many groups in one category. This name only applies when there is more than one group in a category.
    Group display order Enter a number to determine the position of this information group on the Application specific information page in Daily activities. For example, if you want this information group to appear second, enter 2.
    1st field label Enter the label for the first field you want to add to your Application specific information group. For example, if you want to prompt users to specify a date, enter Date.
    Citizen Access displayable If you want Citizen Access to display this information, choose Yes; otherwise, choose No.
    Citizen Access searchable If you want users to be able to search for task-specific information, select Yes; otherwise, select No.
    Display len Specify the maximum number of characters that Civic Platform displays.
    Display order Enter a number to determine the position of the first field in your Application specific information group. For example, if you want the field to display before any other fields, enter 1.
    Default value

    If you want to provide a default value for the first field in your Application specific information group, enter it here.

    If you are setting up a drop-down list, you can add values to the drop-down list so that a user has multiple values to choose from. For instructions, see Create and edit task-specific information groups for workflows.
    Fee indicator If you want to use the first field value in a fee calculation, enter the unique 5-digit indicator, that you use to identify this application specific variable in the fee formula. You must use a value between 10100 and 10599 and use the format: $fixxxxx$For example, enter $fi10101$
    Field type Choose the type of the first field in your Application specific information group. You can choose from Text, Date, Y/N, Number, Drop-down list, Text area, Money, Time, and Check box field types. For more information on field types, see Create and edit task-specific information groups for workflows.
    Justification If you want the field label to be right or left aligned, select the drop-down list to select either Right Align or Left Align. Justification is useful when you are using a language other than English that requires justification.
    Max len Specify the maximum number of characters that the field accepts.
    Required flag If you want to require the Task-specific information on all status actions including a No change, Next task, Loop, and Branch, select Yes; if you want to make the Task-specific information collection optional, select No.
    Required with task statuses branch If you set the Required Flag to No, but you want to make Task-Specific Information required when a user selects a status that leads to a task branch, select Yes; otherwise, select No.
    Required with task statuses loop If you set the Required flag to No, but you want to make Task-specific information required when a user selects a status that leads to a task loop, select Yes; otherwise, select No.
    Required with task statuses next task If you set the Required flag to No, but you want to make the Task-specific information required when a user selects a status that leads to the next task, select Yes; otherwise, select No.
    Required with task statuses no change If you set the Required flag to No, but you want to require Task-specific information when there is no change to the task status, select Yes; otherwise, select No.
    Supervisor edit only If you want only a supervisor to be able to edit the group options, select Yes; otherwise select No.
    Searchable flag If you want to let users search for applications based on this field, select Yes; otherwise, select No.
    Status If you want to let users see this field in Civic Platform, select Enabled; otherwise, select Disabled.
    Unit If you want to attach a unit such as square feet, dollars, or miles to the first field value, enter it here. You can choose from standard choices, or enter a new unit.

  7. Select Update.

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