Build operational applications with UserTasks

This guide explains the major platform surfaces, what each one does, and how they combine into governed workflows that include people, systems, data, documents, and AI.

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Actions · concepts · use cases

Workflows

Design durable automations that coordinate systems, data, documents, people, and agents.

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Forms

Capture structured information with rules, validation, reusable templates, public links, and workflow bindings.

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Application pages

Compose internal operational applications from forms, data, reports, workflows, agents, and navigation.

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Objects and data

Model reusable business entities over custom tables and external reference operations.

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Integrations

Connect UserTasks to external APIs, OData services, webhooks, databases, storage, and collaboration tools.

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Tasks and kanban

Run human work with assignments, queues, forms, outcomes, collaboration, SLAs, and visual boards.

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Kanban boards

Visualize operational work by stage, manage rich board items, and synchronize board movement with tasks and workflows.

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Decision tables

Centralize typed, ordered business rules and return consistent outputs to workflows and applications.

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Templates

Keep forms, emails, notifications, and document metadata consistent while letting designers update reusable content.

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Documents and retention

Store, classify, generate, preview, archive, and govern files throughout operational processes.

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AI agents

Build governed agents with instructions, knowledge, tools, references, outputs, traces, and workflow participation.

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Extensibility

Build governed custom web components and code-backed workflow activities that behave like native UserTasks capabilities.

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GitHub Sync

Version, schedule, export, and deploy UserTasks configuration through a connected GitHub repository using the UI or public API.

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API, OAuth, and MCP

Operate UserTasks programmatically with scoped credentials and standards-based authorization.

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Security and governance

Control identity, permissions, secrets, retention, evidence, and tenant boundaries across the platform.

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Reporting and operations

Measure business work, automation health, integration performance, agent activity, and team capacity.

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Platform overview

UserTasks is an operational automation platform. A typical solution captures a request, evaluates rules, updates systems, assigns human work, communicates progress, and records the result.

Design-time assets

Workflows, forms, pages, objects, integrations, reports, agents, templates, rules, and projects.

Runtime work

Tasks, queues, kanban boards, messages, notifications, schedules, and workflow runs.

Shared context

Variables and expressions move data between triggers, actions, integrations, forms, and child workflows.

Operational controls

Permissions, tenant isolation, audit logs, retention, API scopes, call logs, and run diagnostics.

Forms

Forms capture structured information for public submissions, internal work, and user-task completion. They can start workflows or collect data inside an existing workflow task.

Fields and layout

Text, number, date, choice, lookup, file, signature, rating, table, rich content, reports, kanban, custom components, and responsive sections.

Rules and validation

Required fields, typed validation, conditional visibility, calculated behavior, cross-field rules, and submit-time checks.

Data and actions

Bind fields to workflow variables, references, reports, tables, task data, and navigation or workflow-start actions.

Delivery

Publish internal or tokenized public forms, theme the experience, translate content, inspect versions, and validate accessibility.

Application pages

Pages turn workflow and data assets into focused internal applications. Use sections and components to create dashboards, launchers, task experiences, report views, and operational workspaces.

Compose

Arrange inputs, tables, charts, saved reports, navigation, workflow launchers, agent chat, and custom web components.

Bind

Connect components to objects, integration references, reports, forms, workflows, and page parameters.

Control

Add page rules, visibility, navigation mappings, overlays, validation, and permission-aware publishing.

Deliver

Publish authenticated pages and organize them into projects or space navigation for specific teams.

Objects and operational data

Objects provide a reusable business-data layer over custom tables and external references. They let forms, pages, workflows, and reports speak in business concepts rather than raw endpoints.

Custom tables

Create typed columns and manage rows through the UI, workflows, APIs, imports, and data events.

Composite objects

Combine fields and sources into reusable object definitions with list, get, insert, update, and delete behavior.

Events

Start workflows when rows are created, updated, or deleted, with changed fields available as variables.

Access

Expose governed data through references, reports, pages, forms, REST APIs, and the tenant OData endpoint.

Integrations and references

An integration stores connection and authentication settings. References define callable operations underneath that connection and can be reused throughout UserTasks.

REST API

Define a shared base URL and reusable references for GET, POST, PUT, PATCH, and DELETE operations.

OData

Connect to OData v2/v4 service roots and use entity paths plus standard query options in references.

Webhooks

Send governed outbound callbacks or receive inbound workflow and synchronous middleware requests.

Authentication

Use API keys, bearer tokens, basic authentication, or OAuth 2.0 authorization code with automatic refresh.

API imports

Import OpenAPI 2/3 or Postman definitions and convert operations into reusable integration references.

Built-in connectors

Configure service-specific connectors for databases, storage, collaboration, CRM, messaging, and other systems.

Inbound workflow webhooks and outbound webhook integrations are separate: inbound webhooks start work; outbound webhooks call another system.

Workflows

Workflows combine triggers, logic, data operations, integrations, human tasks, documents, communication, and agents on a visual canvas. Runs are queued and retain node-level history and error attribution.

Start

Use task, form, data, document, kanban, webhook, middleware, schedule, SLA, retention, or workflow-error triggers.

Model

Branch with conditions or switch cases, loop collections, pause, jump, run parallel branches, and call sub-workflows.

Human work

Create user tasks with assignment, outcomes, forms, reminders, escalation, redirect controls, and notification templates.

Operate

Activate definitions, inspect queues and runs, retry failures, monitor SLAs, and attribute errors to their source node.

Workflow trigger and action catalog

The catalog below reflects the active workflow building blocks exposed by the visual designer.

Triggers

Task Created

When a new task is created

task_created

Task Received

When a task lands in the queue

task_received

Task Submitted

When a task is accepted

task_submitted

Task Updated

When a task is modified

task_updated

Task Completed

When a task is completed

task_completed

Task Rejected

When a task is rejected from the queue

task_rejected

Workflow Error

When any workflow fails with an error

workflow_error

Workflow SLA

When a workflow SLA is nearing or breached

workflow_sla

Policy Review

When a retention policy review becomes due

retention_policy_review

Policy Executed

When a retention policy action such as purge is executed

retention_policy_executed

Form Submitted

When a public form is submitted

form_submitted

Data Table Event

When a data table row is created, updated, or deleted

data_table_event

Kanban Event

When a Kanban board or item event occurs

kanban_event

Document Event

When a document is created, updated, or deleted

document_event

Document Folder Event

When a document folder is created, updated, or deleted

document_folder_event

Middleware

Receive a webhook and return a workflow response synchronously

middleware_received

Schedule

Run on a schedule

schedule

Webhook

Triggered by an incoming webhook

webhook_received

Flow control

Branch by Condition

If/else if/else branching

condition

Branch by Value

Multi-way branch on a value

switch_case

Loop For Each

Iterate over a collection

loop

Loop N Times

Repeat N times

loop_n_times

Pause for Duration

Wait a fixed amount of time

delay

Pause Until Date

Wait until a specific date/time

pause_until

End Workflow

Stop execution immediately

end_workflow

Go To Activity

Jump to another activity on the canvas

goto_activity

Parallel / Sequential

Run branches in parallel or sequentially

parallel

Data and file operations

Set Title

Set the title for this workflow instance

set_title

Set SLA

Set the SLA deadline and warning threshold for this workflow run

set_sla

Set Variable

Store a value

set_variable

Calculate Value

Math expression

math

Modify String

Transform text

modify_string

Create Text

Build text from template

text_template

Format Date

Format date to string

format_date

Date Math

Add time or find interval

date_math

Regex

Apply a regular expression

regex

Build JSON Object

Create or update a JSON object from key/value pairs

json_build_object

Build JSON Array

Create a new JSON array or push items into an existing one

json_build_array

Add to JSON Array

Add an object to an existing JSON array variable

json_add_to_array

Get JSON Value

Extract a value from a JSON object or array by path

json_get_value

File to Base64

Read file from URL/storage → base64

file_to_base64

Base64 to File

Save base64 data as file in storage

base64_to_file

Download File

Download from URL to storage

download_file

Read File Content

Read file content as text

read_file

CSV

Read or write CSV files

read_csv

Excel

Read or write Excel files

read_excel

Word Document

Find/replace, tables, lists, images in Word docs

doc_word

Excel Spreadsheet

Update cells, find/replace, insert data in Excel

doc_excel

PowerPoint Slides

Find/replace, tables, lists, images in PowerPoint

doc_powerpoint

Check Permission

Check if a user has a specific permission

check_permission

Collection operations

Count Items

Count items in a list

collection_count

Get Item

Get item by index or key

collection_get

Filter Collection

Filter items by condition

collection_filter

Sort Collection

Sort items in a list

collection_sort

Remove Duplicates

Deduplicate a list

collection_unique

Join to Text

Join list items into a string

collection_join

Actions

Update Task

Modify task fields

update_task

Data

Query, insert, update, or delete data store rows

update_data_table

Documents

Upload, archive, and secure documents and folders

documents

Kanban

Create, update, delete, and subscribe Kanban boards and items

kanban

Retention Policies

Create, assign, and inspect retention policies and their assets

retention_policies

Call API / Reference

Execute an API reference

call_reference

Custom Activity

Run uploaded custom workflow code with typed inputs and outputs

custom_activity

Create Subtask

Add a subtask

create_subtask

Auto Action

Set status, outcome, acceptance

auto_action

HTTP Request

Make HTTP call

http_request

Log

Write audit log

log

Send Email

Send an email via Resend

send_email

Send Message

Send an in-app message to users, teams, or a whole project

send_message

Call Sub Workflow

Execute another workflow as a sub-process

call_sub_workflow

Decision Table

Evaluate a business rule / decision table and return outputs

decision_table

User Task

Assign a task to a person and wait for action

user_task

Placeholder

Empty action — swap out later

placeholder

Server Event

Emit or listen for a server event

server_event

Run Agent

Execute an AI agent with tools and instructions

run_agent

Add User to Role

Assign a governance role to a user

add_user_to_role

Remove from Role

Remove a governance role from a user

remove_user_from_role

Tasks, queues, and kanban

Tasks are the human runtime of a workflow. Teams can accept queued work, track assignments, complete forms, choose outcomes, collaborate, and visualize work on kanban boards.

Assignment

Assign directly to users or teams, use queue acceptance, set priority and due dates, and monitor capacity.

Completion

Attach forms, define outcomes, control completion rules, add subtasks, and capture task data.

Automation

Notify assignees, schedule reminders, escalate overdue work, and trigger workflows from task lifecycle events.

Boards

Synchronize tasks to kanban items, subscribe to changes, customize board fields, and trigger automation from board events.

Templates

Templates keep experiences consistent while allowing designers to change content without rewriting workflow logic.

Email templates

Create sanitized HTML emails with subjects, plain-text fallbacks, workflow variables, previews, and a tenant-editable UserTasks default.

Task notifications

Use the same template subject and plain-text body when a user task notifies its assignee.

Form templates

Reuse complete form structures, themes, rules, translations, variables, and submission behavior.

Metadata templates

Define typed document metadata fields and apply them to folders, documents, and document workflow actions.

Documents and retention

Store files in tenant-scoped folders, attach metadata, preview content, and automate document creation and governance.

Manage

Upload, download, preview, archive, organize, and secure documents and folders.

Generate

Read or write CSV and Excel, manipulate Word, Excel, and PowerPoint templates, and move files through workflows.

Classify

Apply reusable metadata templates and validate typed values during updates.

Retain

Assign duration or event-based retention policies, review assets, and automate policy actions with audit history.

AI agents

Agents are governed runtime assets that can use instructions, knowledge, references, and tools. They can run interactively or as workflow steps while preserving trace and artifact history.

Design

Configure instructions, model behavior, tool access, knowledge sources, outputs, and rate limits.

Execute

Run agents from the designer, pages, chat experiences, APIs, MCP, or workflow actions.

Observe

Inspect run traces, token and cost estimates, referenced assets, generated artifacts, and failures.

Govern

Apply tenant permissions, tool authorization, egress controls, and explicit asset references.

REST API, OAuth, API keys, and MCP

UserTasks can be controlled programmatically and can expose tenant assets to approved external clients.

REST API

Use versioned endpoints for tasks, workflows, forms, reports, documents, retention, agents, and related assets.

API keys

Create tenant or user-context keys with permission ceilings, expiration, revocation, and optional resource scopes.

OAuth provider

Register public or confidential apps, use authorization code with PKCE, client credentials, refresh rotation, revocation, and discovery metadata.

MCP

Use the streamable HTTP MCP server to let compatible AI clients discover and invoke governed UserTasks tools.

Security and governance

Security controls are part of the execution model rather than a separate reporting layer.

Identity

Tenant isolation, invitations, memberships, roles, SSO, directory synchronization, and live user deactivation checks.

Authorization

Permission-gated UI, APIs, MCP tools, workflow operations, integrations, projects, and object actions.

Secrets

Encrypted connector credentials and tokens, show-once secrets, scoped keys, OAuth revocation, and outbound egress controls.

Evidence

Audit logs, integration call logs, workflow history, retention reviews, object permissions, and lifecycle events.

Reporting and operations

Report on the work, the automation, and the platform itself using saved reports and operational dashboards.

Business reporting

Build reports over tasks, forms, workflows, integrations, notifications, agents, documents, retention, and custom data.

Workflow operations

Inspect run status, node outputs, retries, errors, schedules, queue depth, and SLA state.

Integration operations

Review request duration, status, redacted headers, response data, and failures for reference calls.

Capacity

Understand assignments, workload, priorities, due dates, completion throughput, and team capacity.

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