When a workflow activity has a sub-form configured, assignees receive a submission task. This task displays the activity description and an embedded form that the assignee must complete before actioning the task.
Task Layout
The submission task page displays the following from top to bottom:
Task description — the activity description configured in the process designer, shown above the form.
Sub-form — the dynamic form embedded in the activity task, with all fields ready for input.
There is no separate save button or comments box on the activity task page. The form data is saved when the assignee clicks an action button (Reject, Escalate, or Complete).
Action Buttons
Submission tasks include up to three action buttons: Reject, Escalate, and Complete. Each button:
Saves the sub-form data — all field values are persisted when any action button is clicked
Posts to comments — if the posting toggle is enabled in the automation configuration, the sub-form content is written to the submission comments
Which buttons are visible depends on the automation configuration. By default all three are shown, but administrators can hide individual buttons as needed.
Rich Text Formatting
Rich text formatting in sub-form fields — including bold, italic, bullets, headings, and other formatting — is preserved after saving. When the task is reopened or the submission is reviewed, all formatting appears as the assignee entered it.
Document Handling
Sub-forms can include file upload fields for document attachments. On the task page, assignees can:
Preview — click a document to view it inline
Download — download the document to their device
Remove — remove an existing file before saving (if the field allows it)
New files can be uploaded and existing files can be replaced before the task is actioned.
Editing Posted Comments
After a sub-form comment has been posted to the submission, it can be edited. This allows assignees to correct mistakes or update information without creating a new comment.
Pencil Icon
A pencil icon appears on sub-form comments in the comments thread. Clicking the pencil:
Reopens the task with the previous sub-form data pre-filled
The assignee can modify the form fields
Editing on an Open Task
When the task is still open (not yet finished), editing a sub-form comment:
Opens the sub-form with the previously entered data
The assignee makes changes and clicks an action button (Reject, Escalate, or Complete) to save
Editing on a Finished Task
When the task is finished, editing a sub-form comment:
Opens the sub-form with the previously entered data
An Update button is displayed instead of the action buttons
Clicking Update saves the form and replaces the original comment with the updated content
Direct Comments
Comments that were typed directly into the comments box (not generated from a sub-form) can also be edited. Clicking the pencil icon on a direct comment opens the inline editor in the comments box, allowing the text to be modified.
Important: Editing a sub-form comment reopens the task form with the original data. Changes are not saved until an action button or Update is clicked.
Further Information
For configuring automation flows with sub-forms, see Automation Flow: Automate Activities in Workflows. For decision routing in workflows, see Using Decisions and Branches in Workflows.