In this process, a project proposal will be submitted for approval by the project manager and the finance department. If the proposal is not approved, it will be rejected and the proposer will be notified.
Scenario Flow
1. Creating a Project Proposal
- A “Project Proposal” is created, and the system saves it.
2. Project Manager Approval
- The proposal is submitted to the project manager for approval.
- If the project manager approves the proposal, it is forwarded to the finance department.
- If the project manager rejects the proposal, the proposer is notified via email.
3. Finance Department Approval
- If the finance department approves the proposal, it is accepted, and an approval message is sent to the proposer.
- If the finance department does not approve the proposal, it is rejected, and the proposer is notified via email.
Process Automation Steps
1. Defining Process Parameters
- Log in to the Kuika platform and open the project you will be working on from the Apps screen.
- Click the Process Automation module.
- Click the Create a Blank card on the main screen that opens; in the diagram screen that opens, give your workflow a name.
- Go to the Parameters tab at the top and create the following parameters:
Business Object
- Proposal Title (String): Proposal Title
- Proposal Description (String): Proposal Description
- Proposal Creator (Guid): ID of the user who created the proposal
- Proposal Date (DateTimeOffset): Proposal Date
- Proposal Category (String): Proposal Category
- Manager Description (String): Project Manager’s Description
- Finance Description (String): Finance Department Description
- Proposal ID (Guid): Proposal ID
Internal
- Manager Approval (Boolean): Project Manager Approval Status
- Finance Approval (Boolean): Finance Department Approval Status
2. Designing the Process Flow
A. Project Manager Approval (User Task)
- Add a User Task from the Activities group on the left toolbar to the canvas and name it “Project Manager Approval.”
- In the Properties panel:
- In the Step Outputs section, select the Manager Approval and Manager Description parameters.
- From the Forms → Interactions tab, add Approve and Reject buttons (as User Interactions) to this step and map them to the Manager Approval parameter.
Rejection Scenario:
- If the project manager does not approve the proposal, add a System Task to the next step.
- In the Properties panel:
- Add the Send Mail action.
- In the Receivers field, select “Proposal Creator” (via the Symbol Picker).
- Email content: “Your proposal has been rejected by the project manager.”
B. Finance Department Approval (User Task)
- After the project manager’s approval, the proposal is forwarded to the finance department.
- Add a new User Task to the canvas and name it “Finance Department Approval.”
- In the Properties panel:
- In the Step Outputs field, select the Finance Approval and Finance Description parameters.
- Forms → Interactions tab, add the “Approve” and ‘Reject’ buttons and map them to the “Finance Approval” parameter.
Rejection Scenario:
- If the Finance Department does not approve, add a System Task.
- In the Properties panel:
- Add the Send Mail action.
- In the Receivers field, select “Proposal Creator.”
- Email content: “Your proposal has been rejected by the Finance Department.”
3. Proposal Approval and Rejection
Approval Scenario:
- If both the project manager and the Finance Department approve:
- Add a System Task and name it “Approval Notification.”
- Use the Send Mail action to send the message “Your proposal has been approved” to the proposal owner.
Rejection Scenario:
- If approval is not granted at any point, the proposal is rejected, and the notification processes described above are triggered.
Using process automation, the evaluation and approval processes for project proposals can be effectively managed through the Kuika platform. Departmental approvals at every stage of the process ensure that the correct notifications are sent to the proposal owner and provide transparency in the workflow.
