In the Kuika Process Automation module, actions and conditions are the fundamental components used to automate business processes and create dynamic workflows. Actions represent the operations to be performed in the process, while Conditions are the criteria that determine the direction in which the workflow will proceed. This structure enables business processes to progress in a flexible and controlled manner.
Actions and Triggers
Actions
Actions define the operations to be performed at a specific step in the process:
- User Tasks: These are tasks that require user interaction—user intervention is required for operations such as filling out forms or providing approval.
- System Tasks (System Task): These are operations automatically executed by the system without user intervention—they include tasks such as REST API calls, integrations with external systems, or background data processing. The results are mapped to process parameters via Step Outputs, making them available for use in subsequent steps.
Triggers
Triggers are events that initiate an action or process:
- Start Event: Represents the starting point of the workflow; it can be triggered by a user action, a system event, or a timer.
- Timer Event: A timer that triggers the workflow after a specified duration or at specific times. The wait time is set via Time Duration, and the Is Interrupting option determines whether the main flow is paused during the wait. Example: If a task is not completed within 24 hours, an alternative flow can be triggered using a Timer Boundary Event.
Condition Settings
Conditions
Conditions determine which path the workflow will follow and are defined using the Exclusive Gateway, Parallel Gateway, and Inclusive Gateway:
- Exclusive Gateway: If only one of the defined conditions is true, the single path associated with it is executed. Conditions are established by evaluating a process parameter selected with the Symbol Picker using a comparison operator (such as equals, not equals, greater than, less than, or contains).
- Inclusive Gateway: Independent conditions are defined for each exit path; the system evaluates all conditions separately, so if multiple conditions are true at the same time, all of these paths are executed in parallel.
- Parallel Gateway: Not condition-dependent; all output paths connected to the gateway are triggered simultaneously without any condition checks.
Dynamic Processes with Condition Settings
- With a Timer Boundary Event, a task that is not completed within a specified time can be automatically redirected to an alternative flow (e.g., handoff to another user or a reminder).
- The result of buttons associated with a User Task (Approve, Reject, SendBack) can be used as input to a Gateway’s condition via Step Outputs; thus, the next step in the process is determined based on this decision.
Setting Conditions
Using the Exclusive Gateway
The Exclusive Gateway allows the workflow to follow different paths when specific conditions are met. A decision point can be added directly to a selected element via Create Exclusive Gateway on the contextual toolbar in the design screen.
Logical Routing:
- Different paths can be defined based on conditions tied to a parameter selected via the Symbol Picker.
- For example, the process can be routed using comparisons such as “Yes” or “No” based on a Boolean parameter.
Default Path and the “Will Execute Otherwise” Setting
If none of the conditions defined in an Exclusive or Inclusive Gateway are met, one of the exits must be marked as “Will execute otherwise” to determine which path the workflow will follow. This ensures that the process continues without interruption when all conditions fail.
Condition Ordering and Control
Conditions defined within an Exclusive Gateway are evaluated in order from top to bottom; the system does not check conditions after the first one that is met. Therefore, the most general condition should be placed at the bottom, and the most specific condition at the top—otherwise, an unexpected path may be executed if all conditions are not met. Conditions can be reordered using drag-and-drop.
Thanks to this structure, Kuika Process Automation ensures that processes remain flexible and manageable according to defined criteria.
