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🔗 Linking Process and Task Boards

This article explains how to use the Form ID effectively to clearly link process activities, tasks, and sub-processes. This ensures clear assignment and easy traceability – even across different boards.

🔍 Content
  • What is the Form ID?
  • How does the linking work?
  • What gets inherited?
  • Important visibility notes
  • Tips & Best Practices
  • FAQ

📄 What is the Form ID?
The Form ID is a freely definable field within a process activity.
You can optionally fill it in yourself to set a custom ID for later linking.

📸 Screenshot shows the empty Form ID field in a new process activity.

Recommendation:
Use a descriptive ID, e.g., KA-78492 or PROJ-Customer-Mueller, to make future assignment easier.

🔗 How does the linking work?

Open the process activity

  • Go to the desired process board.

  • Open an existing process activity or create a new one.

Assign the Form ID (optional but recommended)

  • Enter a unique identifier in the “Form ID” field.

Create tasks and sub-processes

  • Switch to the “Tasks” or “Sub-Processes” tab.

  • Click “+ Create Task” or “+ Add Sub-Process”.

📌 The Form ID will then be automatically carried over to the new tasks and sub-processes.

🧬 What gets inherited?
When tasks or sub-processes are created from within the process activity, the following information is automatically inherited:

  • 🆔 Form ID (central reference)

  • 🔗 Link to the activity – visible & clickable

  • 📍 Context for filtering & reporting

👁️ Important visibility notes

  • The Form ID can be manually entered and adjusted.

  • Once assigned to tasks and sub-processes, the ID is automatically inherited.

  • Subsequent changes to the Form ID in the process activity will also update it in all linked tasks and sub-processes.

  • The link is visible in both directions but can only be managed from the process activity.

✨ Tips & Best Practices

  • 🏷️ Give your process activity a clear title + an easy-to-read ID (e.g., KA-78492: Customer Mueller).

  • 🎯 Use the ID in the task board specifically for filtering & reporting.

  • ⚠️ Avoid creating tasks manually outside the process – this results in unlinked entries.

  • 📋 During handover and review meetings, check the ID linking.

❓ FAQ

Can I change the Form ID later?
Yes, in the process activity. All related tasks and sub-processes will be automatically updated.

What happens if I create a task outside the process activity?
The task will not be automatically linked. You must manually add the Form ID.

Why doesn’t the ID appear in a new task?
Make sure you create the task from within the process activity and that the Form ID is already entered there.