What are Optional Tasks?
In a typical process, some Tasks and Task Lists may be optional. A user who is assigned an optional task may choose whether to complete the task or skip it. A user who is assigned an optional Task List may choose whether to perform the tasks in the list, or whether to skip the entire list.
Optional Tasks and Optional Task Lists make it easy to add conditional logic to your checklist-driven workflows.
Here are a few examples:
Example 1: Optional steps in an Employee Onboarding Process
The excerpt below shows a part of a New Employee Onboarding process. The "Special Requirements" step of this process is optional. The assignee can complete the step if a new employee has special workspace set-up needs; otherwise, the assignee may skip this step.
The presence of an optional task reminds the assignee to think about whether this step is required and to make a decision.
When a task is skipped, all of its sub-tasks also become skipped. This makes it easy to skip entire branches of a process.
Example 2: Property Management, Property Inspection Checklist
In this excerpt from a Property Inspection Checklist, the task "Other" can be skipped entirely, or its subtasks can be individually skipped.
How to Make a Task Optional
When you are creating a process or template in the Authoring Tool, you can make any task Optional by clicking on the "..." icon to the left of the task to open the task action menu. In the menu, select "Make skippable".
You can also make a task optional in the Author Tool by clicking on a task, opening the Task details panel on the right and checking the "Skippable" checkbox.
How to Make a Task Required
All tasks are required unless they have been made "skippable". To make a task not skippable, choose the "Make required" option from the task action menu ("..." icon) for the task.
You can also make a task required by unchecking the "Skippable" checkbox in the Task Settings tab.
How to Skip a Task
When you are assigned a task, you might see a "SKIP" link beneath the task text. This means the task is optional, but you need to actively choose to skip it or complete it. Skip the task (and all of its subtasks) by clicking SKIP:
You can also skip a task using the task action menu (click the ... icon to the left of the task). Choose "Skip optional task" from the task action menu.
How to Know If a Task Has Been Skipped?
Tasks which have been skipped are shown with a green, downward arrow to indicate the assignee chose to skip the task rather than complete it.
All subtasks of a skipped task are disabled because they are part of a task that has bee skipped. Thus, these subtasks have no checkbox or task action menu; they cannot be individually completed or skipped.
Users may also hide or show skipped subtasks. In most cases, users have no interest in the details of process branches that have been skipped, so these are hidden by default. However, the user can un-hide these if needed, with a single click.
How to un-skip a skipped task?
If you skipped a task by accident, you can unskip it by using the task action menu (click on the "..." to the left of the task). Select "Reopen" to unskip the task so that it may be completed.