Creating Process Automation: Project Proposal Evaluation Process Example
In this process, a scenario will be created where a project proposal will go to the project manager and the finance department for approval. If the proposal is not approved, the proposal will be rejected and the proposer will be informed.
Scenario Flow:
Creating a Project Proposal:
“Project Proposal” is created and the system saves this proposal.
Project Manager Approval:
The proposal is submitted to the project manager for approval.
If the project manager approves the proposal, the proposal is submitted to the finance department for approval.
If the project manager does not approve the proposal, the proposal is rejected and the bidder is notified by e-mail.
Finance Department Approval:
If the finance department approves the offer, the offer is accepted and a confirmation message is sent to the offer holder.
If the finance department does not approve, the offer is rejected and the offer holder is notified by e-mail.
Process Automation Steps:
Defining Process Parameters
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 the workflow a name (1) and click on the “CREATE” (2) button.
Go to the Process Parameters panel on the left side.
Finance Description (String): Description of Finance Department
Proposal ID (Guid): Identity of the Offer
Internal
Manager Approval (Boolean): Project Manager Approval Status
Finance Approval (Boolean): Finance Department Approval Status
Design the Process Flow
Project Manager Approval (User Task)
Add a User Task on the Canvas and name it “Project Manager Approval”.
In the Properties Panel:
In the Step Outputs field, select the Manager Approval and Manager Description parameters.
Under User Interactions, add Approve and Reject options and map them to the Manager Approval parameter.
Reject Scenario:
If the project manager does not approve the proposal, add a System Task.
In Properties Panel:
Add the Send Mail action.
Select Proposal Creator in the Receivers field.
Write “Your proposal has been rejected by the project manager.” in the email content.
B. Finance Department Approval (User Task)
After project manager approval, the proposal is sent to the finance department.
Add a new User Task on Canvas and name it “Finance Department Approval”.
In Properties Panel:
Select Finance Approval and Finance Description parameters in Step Outputs field.
Under User Interactions, add Approve and Reject options and map them to the Finance Approval parameter.
Reject Scenario:
If the finance department does not approve, add a System Task.
In Properties Panel:
Add the Send Mail action.
Select Proposal Creator in the Receivers field.
Write “Your proposal has been rejected by the finance department.” in the email content.
Proposal Approval and Rejection
If both approvals (project manager and finance) are received, accept the proposal and send an approval message to the bidder.
If no approval is given, the offer is rejected and a rejection message is sent to the bidder.
Approval or Rejection of the proposal
Approval Scenario:
If both the project manager and the finance department give approval:
Add a System Task and name it “Approval Notification”.
Send a message to the bidder “Your bid has been approved” by adding the Send Mail action. message to the bidder.
Rejection Scenario:
If no approval is given at any point, the proposal is rejected and the above notification processes work.
With process automation, the evaluation and approval processes of project proposals can be managed effectively using the Kuika platform. The approval status of both departments in the process ensures that the correct notifications are made to the bidder and offers transparency in the workflow.
