Approval scenarios are used in situations where certain steps in business processes require approval from authorized individuals or groups. These scenarios ensure that the process is managed by the right people by establishing decision-making mechanisms within the workflow. Process Automation offers various tools to make approval processes flexible and customizable.
Data is stored and processed throughout the process via internal variables. Internal variables hold the temporary data required for the process to progress and are used in decision-making processes.
Below are the tools Kuika offers for approval scenarios; they ensure the process is properly guided by interacting with users.
1. Description This field contains the step description that will be displayed to the user. Process parameters can be dynamically referenced within the text using the @ symbol. Example: “The request created by @UserName is awaiting approval.”
2. Screen (Screen Assignment) If no screen has been associated with the step yet, this is indicated in the panel. Click the “Set/Open” link to select a form screen for collecting data from the user.
3. Assignment Task assignment settings are configured in this section.
Type Options:
Use Lane: When this option is enabled, the task is assigned according to the lane structure used in the process.
4. Step Outputs Determines the direction in which the approval step will proceed. The user’s selection (Approve, Reject, SendBack, etc.) is defined in this section; information received from the user can be mapped to process parameters.
Example:
5. User Interactions The form components, buttons, input fields, and user interactions to be used within the step are configured here.
1. Due The deadline for completing the task is set here: a duration value and time unit (Minutes / Hours / Days) are entered. This is used to set a specific time limit for approval steps.
2. Pre-Actions These are actions that are automatically triggered when a task is created—for example, sending an automatic notification email to the user, retrieving data from an external system, or pre-filling form data. These actions are for informational purposes only; they do not alter the main workflow of the step.
3. Notification Determines whether a notification is sent to the user when the task is assigned (Send) and which template (Template) is used for the notification.
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 a permission process, a variable can be defined to check whether the user has permission. A Boolean-type variable can be created from the Process Parameters panel (e.g., “Progress Payment”).
2. Approval Status Stores the current status of the task: “Pending,” “Approved,” “Rejected,” and so on. It plays a critical role in determining which direction the workflow will take.
3. User Roles and Permissions Defines authorized users or user groups. Tasks can be completed only by authorized individuals by assigning specific roles.
4. Time Tracking and Task Completion Duration Tracks the time spent at each step, enabling analysis of process performance. Time management throughout the process can be handled using the Due date.
5. Conditional Variables These are variables that take on different values based on specific conditions. Example: Checks whether 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-centric and dynamic manner. Process Automation enables businesses to make fast and secure decisions by making approval processes more flexible.
