A complete guide to understanding, managing, and completing tasks in Torii. Tasks help coordinate approvals, collect information, and keep workflows moving seamlessly.

What is a Task in Torii?

In Torii, a task represents an action item assigned to a user as part of an operational process, typically within an automated workflow. Tasks ensure the right people complete the right steps at the right time, whether it's reviewing an access request or filling in application details.

Each task contains key metadata that helps track its lifecycle, responsibility, and context.

Task Properties

• Task ID

  A unique identifier for each task, formatted as T-<number> (e.g., T-123). Task IDs are generated sequentially and are useful for referencing tasks in audits, communications, and reporting.

• Creation Time

  The timestamp when the task was generated, either manually or via automation.

• Created By

  Indicates who created the task, either a specific user or an automated workflow.

• Assignee

  The user responsible for completing the task. Assignees receive notifications and can track the task status in their Torii workspace.

• Status

  The current state of the task. Possible values include:

  • Open: The task is awaiting completion.
  • Completed: The task was successfully completed.
  • Canceled: The task was terminated (e.g., due to a workflow being stopped).

• Type

  Defines the nature of the task. Current types include:

  • Approval request
  • Fill application form
  • Fill contract form

Creating Tasks

Currently, tasks in Torii are automatically created as part of a workflow. There is no manual task creation outside the workflow builder.

How to Create a Task via Workflow

To create a task, you must use one of the following workflow actions when building or editing a workflow:

1. Create Task – Approval Request

   Use this action when you need someone to review and approve an access request, application change, or any other decision.

2. Create Task – Fill Application Form

   This action generates a task requiring the assignee to complete an application-related form, such as entering missing information.

3. Create Task – Fill Contract Form

   Use this to assign a task that prompts the assignee to fill in contract-related information, typically as part of procurement or vendor management.

Each of these actions can be configured with custom instructions, assign a specific user, and be triggered based on defined conditions (e.g., a new app being onboarded, a contract nearing renewal, or a license threshold being exceeded).

Understanding the Relationship Between Tasks and Workflows

Tasks in Torii are tightly integrated with workflows and play a critical role in controlling workflow execution. Each time a workflow reaches a “Create task” action, it pauses execution and waits for the assigned user to complete the task before proceeding.

How Tasks Control Workflow Progress

• When a workflow execution hits a Create Task action (e.g., approval request or form completion), the workflow enters an "In Progress" state.
• During this period, the workflow is effectively paused, it cannot continue until the task is completed by the assigned user.
• Once the task is marked as Completed, the workflow resumes and moves on to the next step in the automation sequence.

This mechanism ensures that human input or validation is obtained precisely when needed, without losing automation continuity.

What Happens If a Workflow is Stopped?

If a running workflow is manually stopped, any open tasks that were generated by that workflow and are still waiting to be completed will be automatically canceled. This prevents orphaned tasks from lingering and ensures that users aren't left with unnecessary or invalid action items.

Viewing Tasks

Tasks in Torii are currently visible for Torii admins via the Torii Admin Console, providing a centralized view of all task-related activity. This allows administrators to track progress, follow up with assignees, and manage workflows more effectively.

Navigating to the Tasks Page

To access the task list:

• Open the Torii admin console
• Click on "Tasks" from the left-hand navigation pane

This will take you to the main Tasks page, where all tasks, regardless of their type or origin, are visible.

The Three Task Tabs

The Tasks page is organized into three tabs:

1. Open – Displays all active tasks that are still pending action from their assignees.
2. Completed – Shows tasks that have been successfully finished.
3. Canceled – Lists tasks that were canceled, typically due to a workflow being stopped.

Each tab provides insights into task history and status, making it easy to monitor task lifecycle and identify bottlenecks.
 

My Tasks View

Tasks are also visible for all users - - The My Tasks page gives individual users a centralized view of all their assigned tasks in Torii — across workflows, apps, and approval requests.
It’s designed to make it easy for users to track, prioritize, and act on open tasks without needing to navigate through emails or chat notifications.

Accessing the My Tasks Page

Users can access their My Tasks page in two ways:

• From the Torii email, Slack, or Teams notifications — click the “View My Tasks” button.
• From the App Catalog - If the App Catalog is enabled - Click on My Tasks button to be redirected to the relevant page.

Important note: External users will not be able to login to this View.

Canceling a Task

You can cancel an open task directly from its details page.

To cancel a task:

1. Navigate to the Open Tasks tab and click on the task you want to cancel. This will open the Task Details page.

2. On the Task Details page, click Cancel Task.

3. Confirm the action in the confirmation dialog.

Once canceled, the task will move to the Canceled tab, where you can view all canceled tasks.

Completing a Task

Admins can complete open tasks - even when not assigned to them - directly from the details page.

To complete a task:

1. Navigate to the Open Tasks tab and click on the task you want to complete. This will open the Task Details page.

2. On the Task Details page, Click on the required action .

3. The action will be submitted.

Once completed, the task will move to the Completed tab, where you can view all completed tasks.

Reassigning a Task

Admins can reassign open tasks directly its details page .

To reassign a task:

1. Navigate to the Open Tasks tab and click on the task you want to complete. This will open the Task Details page.

2. Under the assignee section click on the pencil button.

3. In the assignee modal choose the required user and Click Save.

4. The new assignee will receive a notification about the task.

5. The removed assignee will not be able to complete the task.

Once completed, the task will move to the Completed tab, where you can view all completed tasks.

Please note, you cannot assign or reassign a task to a user without an email. 

Filtering and Searching

Admins can:

• Search for tasks using keywords
• Filter tasks by attributes such as assignee, type, status, and creation date
• Quickly view pre-defined filtering - All Tasks, My Tasks, Tasks open more than 1 week

This helps quickly locate specific tasks or narrow down the view to a subset of interest.

Task Types in Torii

When adding a task to a workflow, admins choose from a set of predefined task types, each designed for a specific type of action. These types determine what the assignee will be asked to do and how they’ll interact with the task.

In the workflow builder, each task action is clearly labeled with its purpose and includes a short description:

Available Task Types

1. Create task – Approval Request

   Description: Asks the assignee to approve or deny access

   Use case: Common for app access requests or decision-based workflows.

   Interaction: Assignee chooses Approve or Decline directly from the Slack, Teams or email message.

2. Create task – Fill Application Form

   Description: Asks the assignee to fill a customizable application form

   Use case: Collect metadata, compliance details, or missing information for a SaaS application.

   Interaction: Assignee clicks Answer Form to open and complete the form on a web page.

3. Create task – Fill Contract Form

   Description: Asks the assignee to fill a customizable contract form

   Use case: Collect contractual information from stakeholders as part of procurement or renewal workflows.

   Interaction: Similar to application forms, completed via a linked form from Slack, Teams or email.

These options ensure you can build workflows that involve people when needed, without sacrificing automation.

Receiving Tasks

When a task is assigned to a user in Torii, they are notified automatically so they can take action promptly. Notifications can be sent via Slack, Teams, email, or both, depending on the organization's configuration.

Notification Methods

Torii admins can configure how task notifications are delivered in the Task Settings page. Notifications can be toggled on or off for:

• Email notifications
• Slack notifications
• MS Teams notification

Admins must also select the appropriate Slack/Teams workspace for task delivery.

You’ll find the Task Settings section linked directly from the Tasks page for easy access.

Slack/ Teams Notifications

When enabled, assignees receive a direct Slack/Teams message that includes:

• The task type (e.g., Approval request)
• The task question or instruction
• Action buttons (e.g., Approve / Decline for approval tasks)

The user can complete the task directly from Slack/Teams without needing to open Torii.

Email Notifications

Similarly, email notifications include:

• The assignee's name
• A task prompt with the required question or action
• Action buttons (e.g., Approve / Decline)

Just like Slack, users can complete the task directly from the email.

Approval Request Tasks

Approval tasks ask a user to make a decision, such as approving or rejecting access. These tasks include two action buttons in the notification.

• Assignees can complete the task directly from Slack, Teams or email
• No need to log into Torii—just click a button to respond

Customizable Button Labels

When creating an approval task in the workflow builder, admins can customize the button labels to match the context of the request.

Examples:

• Default: Approve / Decline
• Custom: Yes / No, Confirm / Reject, etc.

This allows for more natural language and better alignment with the intent of the workflow.

You’ll find the button label fields when setting up the Create Task – Approval Request action in a workflow.

Slack example:

Email example:

Fill Application Form / Fill Contract Form Tasks

These tasks require users to fill out a short web form, typically used to collect information related to an app or contract.

Assignees are notified via:

• Slack/Teams: with a message and an "Answer Form" button
• Email: with the same message and an "Answer Form" button

Clicking the button in either channel opens a Torii-hosted web page where users can complete the form.

Title and Message Customization

Every task created through a workflow includes:

• A Title – shown in the email subject and Slack/Teams message header
• A Message – used as the message body in Slack, Teams and email

This allows admins to personalize tasks using relevant context (e.g., “Please fill in contract details for Hubspot”).

Slack/Teams format:

<Title>: <Message>

Email format:

• Subject: New task – <Title>
• Body: <Message> followed by the action button

Example:

Title: Fill application form

Message: I'd be happy if you could fill out a few details about it.

Canceling Tasks (Stopping a Workflow)

In Torii, tasks are not canceled manually or individually. Instead, cancellation occurs automatically when the parent workflow is stopped.

When Are Tasks Canceled?

If a workflow that is currently running reaches a task creation step (e.g., approval or form task), it pauses and waits for the task to be completed. However, if an admin decides to stop the workflow before the task is completed, Torii will:

• Cancel any open tasks that the workflow is waiting on
• Mark those tasks with a "Canceled" status in the Tasks page

This ensures workflows don’t hang indefinitely and keeps the task list clean of unresolved or obsolete tasks.

Task Settings

From the Tasks page, admins can also access the Task Settings by clicking the dedicated button. This section allows configuration of global task-related settings, including notification preferences, reminders preferences and escalation settings.

Notification Settings

Torii provides flexible notification options so that task assignees are immediately alerted when they are assigned a new task. These settings are configurable by Torii admins and can be adjusted to match your team’s communication preferences.

Accessing Notification Settings

To configure how task assignees are notified:

1. Navigate to the Tasks page using the left-hand navigation pane.
2. Click the “Task Settings” link from the top-right of the page.
3. Under the Notifications section, you’ll find options to control delivery channels.

Available Notification Channels

• Email Notifications

  When enabled, assignees receive a structured email showing the task title, message, and relevant action button(s).

• Slack/Teams Notifications

  When enabled, Torii sends a direct Slack/Teams message to the assignee’s Slack/Teams account, including the task context and action buttons.

Each method presents the task in a user-friendly format:

• Approval request: Includes "Approve" and "Decline" buttons
• Form tasks: Includes an "Answer Form" button that links to a Torii-hosted form

You can enable one or both channels depending on what works best for your organization.

Task Reminders

Torii helps ensure important actions aren’t missed by automatically sending task reminders to assignees who haven’t completed their tasks.

How Reminders Work

Reminders are automated — they’re triggered when a task remains open past its configured due period.Completing Tasks

Tasks in Torii are designed to be easy for assignees to complete, with minimal friction. Based on the task type, users are presented with clear options to either take immediate action (via Slack/Teams/email) or viewing all unhandled tasks assigned to them.

Frequency and Timing

By default, reminders are sent 3 days after task creation and continue at weekly intervals until the task is completed or canceled.

Admins can configure what are the intervals which reminders are being sent via the Tasks setting page.

Delivery Channels

Reminders use the same notification channels as initial task alerts:

Email: sent directly to the task assignee’s inbox.

Slack or Microsoft Teams: reminder message in the user’s Torii workspace app, with quick action buttons.

Task Escalation

Task Escalation helps prevent important work from being missed by automatically taking action when a task has had no activity for a configured period of time.

You can configure Task Escalation per task type, and choose what happens when the escalation threshold is reached.

What counts as an “Unhandled” task?

A task is considered Unhandled when it meets the escalation criteria, meaning:

• There has been no activity on the task for a configured period of time.
• Task Escalation is enabled for that task type.

Configure Task Escalation

Task Escalation is configured from Task Settings.

In Task Settings, you will see a new Task escalation section.

Each task type is configured separately, For each task type, you can configure the following:

1) Escalation period

Choose how long the task can remain inactive before escalation:

• 1 week
• 2 weeks
• 1 month
• Custom

If you select Custom, enter a number of days.

2) Escalation action

Choose what Torii will do when the task reaches the inactivity threshold:

• Add assignee
  • Select a user from the user list.
  • Torii will add that user as an assignee on the task.
• Cancel
  • Torii will change the task status to Canceled.
  • Torii will add a system-generated log explaining the task was canceled due to the escalation rule.

Important: Access review tasks cannot be canceled.

3) Enable or disable

Use the on/off toggle to enable Task Escalation for that task type.

Default state: Task Escalation is disabled until you turn it on.

Activity feed behavior

When Torii escalates a task, it adds an item to the task activity feed.

You can expect the activity feed to show one of the following outcomes:

• Escalation succeeded
  • “Torii successfully escalated this task.”
• Escalation failed
  • “Torii failed to escalate this task.”

Important to know

• Escalation happens only once per task.
• If the escalation action is Add assignee, Torii uses the existing task notification behavior that already notifies users when they are added as assignees.

Special cases

If the selected user does not exist for a specific task, Torii will not escalate.

Example:

• Your rule is configured to add a user’s manager.
• The task assignee does not have a manager set.
• Result: escalation does not happen for that task.