Task Configuration and Flow Steps I

Video released on 30/08/2024

Tasks are the operational workflows that users complete in the App or Portal. They are built using steps and elements, and once completed, they generate submitted reports.

Key terminology

Before building a Task, it is useful to understand the core terms used in Flow Builder.

Term	Meaning
Procedure	A folder-like structure that contains related Tasks, Training, Guides, and Timeline activity.
Task	A workflow that users complete. Completing a Task creates a submitted report.
Flow	The configurable workflow structure used to build Tasks, Training, or Guides.
Step	A page or stage within a flow. A Task can contain one or many steps.
Element	A building block added to a step, such as text, a question, an image, a number field, a dropdown, or a confirmation.
Report	The record created when a Task or Training flow is completed and synced.
Report Subject	The unit the report is about, such as a line, machine, area, product, SKU, or other configured unit type.
Report Title	The title shown for a submitted report. This is usually based on the Task name, but can be customised using selected answers from the flow.

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Who can create or edit Tasks?

Task creation and editing depends on the user’s access.

 

Users can create or edit Tasks when they have the correct Portal access and either:

• • are a Collaborator on the specific Procedure, or

have wider access through permissions such as Procedure Admin or System Admin.

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Being a member of a Team assigned to a Procedure does not automatically give a user editing access in the Portal.

Team assignment controls which users can access and complete the Procedure in the App. Collaborator or admin access controls who can build and maintain the Procedure in the Portal.

Access type	What it allows
Collaborator	Can build and maintain content in a specific Procedure.
Procedure Admin / System Admin	Can access and manage Procedures more broadly, depending on permission setup.
Assigned Team member	Can access the Procedure in the App, but does not automatically have editing access in the Portal.

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Before you start building a Task

Before creating a Task, consider:

• • What process or activity the Task needs to capture
  • Who will complete it
  • Whether it should be scheduled or started ad hoc
  • Whether it should be linked to a unit, such as a line, machine, area, or SKU
  • What information the user needs to see while completing it
  • What information needs to be captured in the final report
  • Whether any answers should influence the report title
  • Whether the Task will need routing, triggers, statuses, or reporting outputs later

A clear structure at the start makes the Task easier to maintain and easier for operators to complete.

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Creating a new Task

To create a new Task:

1. Open the Procedures area in the Portal.
2. Open the relevant Procedure.
3. Go to the Tasks page.
4. Select Add to create a new Task.
5. Give the Task a clear name.
6. Configure the Task structure using steps and elements.
7. Preview the Task before making it available to users.

Use a clear Task name that describes what the user is completing. For example: Daily Line 4 CIL or  Report a Defect

Task names should be easy to understand in the App, in submitted reports, and when reviewing data later.

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Task name, Report Subject, and Report Title

These three concepts are related, but they are not the same.

Concept	What it means	Example
Task Name	The name of the workflow the user starts.	Daily CIL Check
Report Subject	The unit the completed report is about.	Line 4, Filler 1, SKU 12345
Report Title	The name shown on the submitted report after the Task is completed.	Daily CIL Check - Line 4

By default, the report title will usually be based on the Task name. However, report titles can be customised by setting or appending it using selected answers from the flow.

For example, if a user selects a machine or enters a defect type, that answer can be added to the report title to make submitted reports easier to find and review.

This is useful when teams need to search reports by: machine, line, defect type etc.

A well-structured report title helps users quickly understand what the report is about without opening it first.

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Steps and elements

Each Task is built from steps and elements.

A step is a page or stage in the workflow.

An element is the content added to that step. Elements can be used to display information, collect answers, request media, or guide the user through the process.

Examples of elements include:

Text Content, Text Capture, Number, Date / Time, Yes / No, Dropdown, Multiple Choice, Image, Video, File Upload, Signature, Unit Select, Confirmation

For example, a basic inspection Task might include:

Step	Example elements
Step 1: Select area	Unit Select, Text Content
Step 2: Complete checks	Yes / No, Number, Multiple Choice
Step 3: Add evidence	Image Capture, Text Capture
Step 4: Confirm completion	Confirmation, Signature

When building a Task, give each step a clear title.

Step titles help users understand where they are in the workflow and what they need to complete.

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Adding elements to a step

To add elements to a Task:

1. Open the Task in Flow Builder.
2. Select the step you want to edit.
3. Add the relevant element type.
4. Configure the element settings.
5. Add clear instructions or answer options.
6. Preview the Task to check the user experience.

When choosing elements, think about the type of information you need to capture.

If you need to...	Use the element...
Show instructions or guidance	Text Content
Capture a written response	Text Capture
Capture a measurement or value	Number
Ask a Yes / No question	Yes / No
Ask users to choose from options	Dropdown or Multiple Choice
Ask users to select a line, machine, SKU, or other unit	Unit Select
Capture evidence	Image, Video, or File Upload
Require sign-off	Signature or Confirmation

A good Task should be simple, clear, and practical for the shop floor. The goal is to guide users through the work without creating unnecessary friction.

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Translating Tasks, Training, and Guides

Where teams work across multiple languages, Tasks, Training, and Guides can be translated.

This helps teams use content in their preferred language and supports more consistent execution across sites, regions, and shifts.

Translation is especially useful when:

• • a flow was originally built in a different language
  • multiple sites use the same standard process
  • operators need local language support
  • global content is being deployed across regions

After translating content, it is good practice to preview and review the flow to ensure wording, labels, and instructions still make sense in context.

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Previewing your Task

Before making a Task available to users, use Preview to check the flow.

Preview helps confirm:

• • the Task opens correctly
  • step titles are clear
  • instructions make sense
  • elements appear in the right order
  • required fields behave as expected
  • report title logic is working as intended
  • the user experience is clear and easy to follow

If possible, test the Task in the App with a small test Team before assigning it to live operational Teams.