Approval scenarios are used in situations where certain steps in business processes require approval by authorized individuals or groups. These scenarios ensure that the process is managed by the right people by creating decision mechanisms in the workflow. Process Automation offers various scenarios and tools to make approval processes flexible and customizable.

Throughout the process, data is stored and processed via internal variables. Internal variables are used in decision-making processes by holding temporary data for the process to progress.

Approval Scenarios

In approval scenarios, the tools offered by Kuika contribute to guiding the process as needed by interacting with users.

• After logging into the Kuika platform, open the project you will be working on from the Apps screen.
• Then click on the Process Automation module.
• Give the workflow a name on the screen that opens and click the CREATE button.
• Open the Properties panel on the right side.

The tools offered by Kuika below interact with users to ensure that the process is guided correctly.

Properties Panel

1. Description

This field contains the step description that will be shown to the user. Process parameters can be dynamically displayed in the text using @. For example: Request created by @UserName is awaiting approval.

2. Screen Assignment

If the “No screen set for step yet!” warning appears, no screen has been associated with the step yet. Click the settings icon (⚙️) to select a form screen for collecting data from the user.

3. Assignment

Task assignment settings are configured in this section.

Type Options

• Everyone: The task is placed in the task pool. All users can see and take on the task.
• Role: The task is assigned to a specific role. Select a role from the “Choose Role” field or create a new role with + Add New Role.
• Dynamic Assignment: The task is dynamically assigned based on a variable used in the process.
• Use Lane: When this option is enabled, the task is assigned according to the lane structure used in the process.

4. Step Outputs

Determines which direction the approval steps will proceed. The user's selection (Approve, Reject, SendBack, etc.) is defined in this section. Information obtained from the user can be transferred to process parameters using “+ Select Parameters to Map”.

Example:

• Approve → Approved
• Reject → Rejected
• SendBack → Returned

5. User Interactions

Form components, buttons, input fields, and user interactions to be used within the step are configured here.

Advanced Panel

1. Due

The time required to complete the task is specified in this field.

• Time value
• Time unit (Minutes / Hours / Days)

Used to set a specific time limit for approval steps.

2. Pre Actions

These are actions that are automatically triggered when the task is created.

• Send an automatic notification email to the user
• Retrieve data from an external system
• Pre-fill form data

These actions are for informational purposes; they do not change the main operation of the step.

3. Notification

Ensures that a notification is sent to the user when the task is assigned.

Send

Determines whether the notification is sent or not.

Template

Configures the template to be used in the notification.

• Default: The default notification template.
  
  • Add “Go To Task” Button to Mail: Adds a task link to the notification.
  • Add “User Interactions” to Mail: Allows the user to perform actions (Approve/Reject) directly from the email.
• Custom: Used to select a custom email template. When Custom is selected, the template list opens.

Internal Variables

Internal variables temporarily store the information required 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 an authorization process, a variable can be defined to check whether the user has authorization rights.
• Boolean type variables can be created from the Process Parameters panel (such as Progress Payment).

2. Approval Status

• Stores the current status of tasks: “Pending”, ‘Approved’, “Rejected”, etc.
• Plays a critical role in determining which direction the workflow will proceed.

3. User Roles and Permissions

• Defines authorized users or user groups.
• Tasks can only be completed by authorized individuals by assigning specific roles.

4. Time Information and Task Completion Time

• Tracks the time spent at each step and analyzes process performance.
• Task Due time enables time management throughout the process.

5. Conditional Variables

• Takes different values based on specific conditions.
• Example: Checks whether additional approval is required when a specific cost threshold is exceeded.

When approval scenarios and internal variables are used together, processes can be managed in a user-focused and dynamic way. Process Automation enables businesses to make fast and secure decisions by making approval processes flexible.