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Create task instructions

This guide shows you how to create a task instruction in Klarify.

Task instructions are detailed documents that describe how to complete a specific task. They answer the question: “How do I do this?” Unlike process models that show the flow of work across multiple steps, task instructions focus on the details of a single task—the steps, resources, and standards needed to complete it correctly.

There are two types of task instructions:

  • Global task — A reusable document that can be linked to multiple process models. Update it once, and changes apply everywhere it’s referenced.
  • Embedded task instruction — Created directly within a task element in a process model. Use this for process-specific instructions that won’t be reused elsewhere.

Create a global task from the sidebar

Use this method to create a standalone global task that isn’t linked to any process model yet.

Prerequisites

  • You have the required permissions (see above)

Instructions

  1. In the sidebar, click Create.
  2. Select Global Task.
  3. The task instruction editor opens with a blank document.

You can now write your task instruction.

Create an embedded task instruction

Embedded task instructions are created directly within a process model. Use this approach when the instructions are specific to a single process and won’t be reused elsewhere.

Prerequisites

  • You have the required permissions (see above)
  • A process model exists with a task element

Instructions

  1. Open a process model in edit mode.
  2. Select the task element you want to add instructions to.
  3. In the properties panel, click Add task instructions.
  4. The task instruction editor opens.

You can now write your task instruction. Click Go back to process model to return to the canvas when done.

The embedded task instruction is saved as part of the process model. When viewers click on the task in the published process, they see the full instructions.

Add a global task to a process model

You can add global tasks to process models in two ways: from the toolbar (to create a new task element) or from an existing task’s context menu (to convert or link an existing task element).

Both methods open the Add global task modal where you can:

  • Create and add new global task — Creates a new global task and links it to the task element
  • Or add an existing global tasks — Search for and link an existing published global task

Prerequisites

  • You have the required permissions (see above)
  • You are editing a process model

Method 1: Add a new global task element from the toolbar

Use this method to add a new global task element to the canvas.

  1. Open a process model in edit mode.
  2. Click the rectangle dropdown in the left sidebar to expand the activity options.
  3. Select Global Task from the list.
  4. Click on the canvas to place the element.
  5. In the Add global task modal:
    • Click Create and add new global task to create a new global task, or
    • Search for an existing global task by name
  6. Click Add global task.

Method 2: Convert an existing task element to a global task

Use this method to convert an existing task element (with or without embedded instructions) to use a global task instead.

  1. Open a process model in edit mode.
  2. Select the task element you want to convert.
  3. In the context panel that appears, click the Activity tab.
  4. Click the Global Task icon (rectangle with a small marker).
  5. In the Add global task modal:
    • Click Create and add new global task to create a new global task, or
    • Search for an existing global task by name
  6. Click Add global task.