Approval scenarios are used when certain steps in business processes require approval by authorized individuals or groups. These scenarios create decision mechanisms in the workflow , ensuring that the process is managed by the right people. Process Automation offers various scenarios and tools to make approval processes flexible and customizable.
The storage and processing of data throughout the process is done through internal variables. Internal variables are used in decision-making processes by holding temporary data for the progress of the process.
Approval Scenarios
In approval scenarios, Kuika's tools interact with users and contribute to directing the process as needed.
After logging into the Kuika platform, open the project you will work on from the Apps screen.
Then click on the Process Automation module.
From the screen that opens, give a name to the workflow and click the CREATE button.
Open the Properties panel on the right side.
The following tools offered by Kuika interact with the users and ensure that the process is guided in the right way.
1. Assignment
It is used to assign certain tasks to users.
Send Default Notification Mail option sends an e-mail notification to users.
The user is directed for approval or rejection.
It ensures that the process proceeds without interruption.
2. Actions
Actions added to User Task are triggered as soon as the task is created (Pre-Actions).
For example, it is used to send a notification email to the user.
It does not directly intervene in the operation of the step but informs.
3. Step Description
It can be called with parameters using @ in business processes.
It provides users with detailed information about the process steps.
It contains information about tasks and variables awaiting approval.
4. Task Due (Task Completion Time)
Determines the time period in which tasks should be completed.
Ensures timely completion of the process in steps that require confirmation.
5. Step Outputs
Contains information provided by users.
Unlike “Create Task”, it offers the possibility to choose what to change based on user input.
It processes data from user interactions throughout the approval process.
6. User Interaction
It expects users to fill in forms, make decisions or enter specific data.
When the process is complete, the process automatically moves to the next step.
It ensures that the process proceeds fast and error-free in the approval steps.
Internal Variables
Internal variablestemporarily store the information needed by the process and facilitate decision making based on this data.
1. Internal (Logical Variables)
Used to perform logical checks within the process.
Example: In a permission process, a variable can be defined to check whether the user has permission rights or not.
Boolean type variable can be created fromProcess Parameters panel (such as Progress Payment).
2. Approval Status
Stores the current status of tasks: “Pending”, “Approved”, “Rejected ”, etc.
It plays a critical role in determining which direction the workflow will take.
3. User Roles and Authorizations
Identifies authorized users or user groups.
Tasks can only be completed by authorized persons by assigning specific roles.
4. Time Information and Task Completion Time
It tracks the time taken in each step and analyzes the process performance.
Task Dueallows time management throughout the process.
5. Conditional Variables
It takes different values according to certain conditions.
Example:Checks if additional approval is required when a certain cost threshold is exceeded.
When approval scenarios and internal variables are used together, processes can be managed in a user-oriented and dynamic way. Process Automation makes approval processes flexible, enabling businesses to make fast and secure decisions.
