Assign Task to an External Participant¶

Scenario¶

Use this example when a task should be completed by someone who is not a normal Emakin user, such as an external consultant who participates through an email-based access flow.

Prerequisites¶

• permission to create participant roles and access scopes
• notification enabled where the participant link should be sent
• an email address for the external participant

Steps¶

Create the Process¶

1. Create a process such as Participant Task.
2. Build three sequential tasks so the middle task represents the work assigned to the participant.
3. Enable task notifications for the participant task if the invitation should be sent automatically.

Create the Participant Role¶

1. Add a role such as Consultant.
2. Set the role type to Participant and enter the participant details directly, or use an expression such as:

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$Membership.EnsureParticipant({
    Email : '[email protected]',
    Name : 'John Doe',
    Language : 'en'
});

1. Assign the role to the participant task.

Create the Form¶

1. Open the form designer.
2. Add the fields the participant should complete, such as a request description or response content.

Test the Base Flow¶

1. Commit the process.
2. Start an instance.
3. Verify that the participant task is generated as expected.

Add an Access Scope if Needed¶

Without an access scope, external participants only have very limited capabilities. If they need to upload or download files:

1. Create an access scope in the process definition.
2. Enable scopes such as file_read and file_write.
3. Attach that scope to the participant task.

Result¶

The task is now assigned to an external participant, with optional scoped access to broader features such as file handling.

Example File¶

Process Definition

Related Pages¶

• Access Scopes
• Roles
• Tasks