# 4 Process Helper: Header Field Configuration

# 4.1 Assigned to

It represents the assignee of the process helper, so in our case the user who will be shown and asked to fill in the dynamic form (Figure 1)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/RP9image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/RP9image.png)

Figure 1

Based on the value set in the initial picklist, it is possible to insert different types of assignees (static or dynamic), namely:

\- **User** → allows you to select a static user existing in the CRM (see Figure 2)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/6kKimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/6kKimage.png)

Figure 2

\- **Group** → allows you to select an existing static group in the CRM (Figure 3)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/Cppimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/Cppimage.png)

Figure 3

\- **Other** → allows you to select a user or dynamic group by fishing from the modules involved in the process (Figure 4)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/OIgimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/OIgimage.png)

Figure 4

\- **Advanced** → Allows you to define a different assignee (static or dynamic) when certain conditions occur.

To proceed with the configuration, click the button with the 3 horizontal dots (Figure 5)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/oqcimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/oqcimage.png)

Figure 5

Next, by clicking on “Add rule” (Figure 6) and then on “New group” (Figure 7), you can indicate the various conditions on the fields of the modules involved in the process.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/SVwimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/SVwimage.png)

Figure 6

After clicking the “Save” button (Figure 8) you can indicate the assignee who will be selected when the previously entered condition occurs (Figure 9).  
Once saved, to insert a new rule you will have to click the “Add rule” button again, instead you will have to click on “Save” to proceed with the configuration of the process helper.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/pEqimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/pEqimage.png)  
Figure 8

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/Zuvimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/Zuvimage.png)

Figure 9

\- **Email** → allows you to define an address (static or dynamic) to which an email will be sent containing a link to a landing page from which it will be possible to fill out the dynamic form (Figure 10)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/iV9image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/iV9image.png)

Figure 10

Once this item is selected, additional fields will appear within the process helper to collect the minimum information needed to send the email (Figure 11)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/qclimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/qclimage.png)

Figure 11

Specifically:  
\- **Mail subject** → allows you to define the subject of the email to be sent to the assignee

\- **Mail sender** → allows you to define the sender of the email to be sent to the assignee  
NOTE: it must be the address of the account configured in Settings → Other settings → Mail Server

\- **Mail message** → allows you to define the body of the email to be sent to the assignee (to which the link to access the landing page and fill out the dynamic form will be added)

\- **The link will be valid until** → allows you to define a maximum validity time of the link to access the landing page and fill out the dynamic form

\- **Request confirmation by email** → allows you to send a further email after filling out the dynamic form in order to show the summary of the data entered and possibly give the possibility to modify them (Figure 12)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/00Himage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/00Himage.png)Figure 12

\- **Business Portal** → allows you to define the ID of a Contact or Company that must be associated with a Business Portal user (Figure 13).

[![Screenshot 2025-06-10 180546.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/screenshot-2025-06-10-180546.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/screenshot-2025-06-10-180546.png)

Figura 13

# 4.2 Related to

It represents the specific record to which the process helper will be attached and on which the dynamic form will be displayed (Figure 1).  
P.S.: As it is a relationship field, only the IDs of the relevant records can be entered into it.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/Un8image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/Un8image.png)

Figure 1

As of version 26.04, the content of this field is automatically populated with the crmid of the main entity involved in the process.

# 4.3 Status

It represents the status of the process, the value “In progress” is automatically proposed (Figure 1).

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/VTJimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/VTJimage.png)

Figure 1

NOTE: from the moment a process helper is activated within a process, from that moment on the management of the state becomes “manual”, therefore it will be managed until the end through the use of other process helpers.

Specifically, within each single configured EndEvent, it will be necessary to activate a process helper to force the state to “Terminated” in order to correctly close the process (Figure 2).

Otherwise, the process will still end its flow but the “Status” will remain “In progress” creating potential inconveniences for the assigned users.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/f5Mimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/f5Mimage.png)Figure 2

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/TYdimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/TYdimage.png)  
Figure 3

# 4.4 Process name

It represents the Name of the process (which by default will always be the one defined in the “Name” field of the process).  
By inserting a value in this field it will be possible to temporarily modify the name of the process in order to insert a title more appropriate to what is requested from the user in this specific step of the flow, in order to give a further indication to the assignee of the process helper (Figure 1).

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/qljimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/qljimage.png)  
Figure 1

# 4.5 Requested action

It represents a free text field that will be shown to the user assigned to the process helper.  
It will be possible to insert precise indications on the activities that must be carried out by the user (Figure 1 and 2).

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/47qimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/47qimage.png)Figure 1

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/exTimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/exTimage.png)Figure 2

# 4.6 Show in related entity flag

Allows you to generate a preview mask that can be viewed directly from the detail of the record connected to the process helper (Figure 1 and 2)  
To proceed with the compilation of the dynamic form, you will have to click on the “Compile” button.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/fomimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/fomimage.png)  
Figure 1 (click on the image for a higher graphic resolution)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/h1Dimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/h1Dimage.png)  
Figure 2 (click on the image for a higher graphic resolution)

# 4.7 2-Factor authentication flag

Allows you to request 2-factor access to confirm and save the data entered in the dynamic form of the process helper (Figure 1, 2 and 3).  
In order to use it, the user assigned to the process helper must have 2-factor authentication activated in their user preferences.  
For further information on the activation procedure and the related usage possibilities, see chapter 2.7.2 of the Vtenext general manual.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/uGfimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/uGfimage.png)Figure 1 (click on the image for a higher graphic resolution)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/04pimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/04pimage.png)  
Figure 2 (click on the image for a higher graphic resolution)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/jfnimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/jfnimage.png)  
Figure 3 (click on the image for a higher graphic resolution)

# 4.8 Show documents of the related entity flag

Allows you to view all the records in the "Documents" module related to the entity (instance of a module) connected to the Process helper, then inserted in the "Linked to" field. (Figure 1)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/IETimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/IETimage.png)

Figure 1 (click on the image for a higher graphic resolution)

This feature is more effective in dynamic forms where the "Show in linked entity" flag has been checked, as the documents will be shown in an additional section within the popup. (Figure 2)

NOTE: even if there are spaces inside the additional section to perform filters on the various columns, in practice this is a feature that is not currently supported, so to search for a specific document it is recommended to manually scroll through any N pages present.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/oxeimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/oxeimage.png)

Figure 2 (click on the image for a higher graphic resolution)

Instead, in dynamic forms where the "Show in the linked entity" flag has NOT been checked, to view the documents you will have to access the record detail of the Processes module (Figure 3 and 4).  
Alternatively, you can look at the documents directly from the record linked to the process helper.

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/BV5image.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/BV5image.png)Figure 3 (click on the image for a higher graphic resolution)

[![image.png](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/scaled-1680-/XFSimage.png)](https://usermanual.vtenext.com/uploads/images/gallery/2025-06/XFSimage.png)  
Figure 4 (click on the image for a higher graphic resolution)