In Process Automation, task assignment is a critical step to manage specific steps of business processes and direct them to the right people. Process Automation in Kuika offers flexible and different assignment formats to assign tasks to the user, allowing workflows to be customized according to needs. Task assignment formats can be based on users' roles, competencies in business processes or predefined rules.
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.
Here are the ways to assign tasks to the user in Kuika:
Manual Task Assignment: It is when an administrator or system user manually assigns a specific task to a specific user or user group based on the requirements of the process. This assignment is preferred for special cases or when tasks need to be assigned directly to a specific person.
Dynamic Assignment: Dynamic assignment allows the process to automatically assign the task to the relevant user according to certain conditions. It is especially used in cases where task assignment with process variables is required. Process Automation in Kuika allows assignment via a return action or a custom user group. In this type of assignment, an action can be defined by creating special user groups and a task is assigned according to the returned result. Linking of process variables can be done to structures, dynamic task assignment to the right person. “+SELECT ACTIONS” option can be used to add actions.
Automatic Assignment: It is the automatic assignment of tasks to a predetermined user or user group according to the defined rules. It supports effective task distribution in high volume jobs.
Role and Responsibility Based Assignment: It is done within the framework of a specific role or responsibility. They receive tasks according to their role in the process. For example, a project manager is assigned approval tasks, while a customer support representative is assigned customer-related follow-up tasks. In this method, roles and responsibilities are clearly defined and a role-based task distribution is provided in the business process. If a role does not yet exist in the process, a new role can be created by clicking the “+Add New Role” button.
Find Manager: Allows a task to be assigned to the user or the manager of that user. There is a manager field on the user in the application and this manager is a connected user assigned by Kuika. If an integration has been done, the value returned as a result of this action can be specified through Custom Provider. For example, the administrator of the person who initiated the process with this action can be determined. In order to create an action, an Input must first be added and this is done through Symbol Picker. Actions can be configured by expecting the return result to be a string or string list.
Assigning Tasks via Lane: Lane is used to visually separate user tasks and authorizations within the workflow. Multiple Lanes can be added from the window that opens in the upper right corner to organize the workflow on Canvas. While organizing the authorizations in the workflow, the use of Lane also helps to distribute the tasks correctly to the responsible people. Tasks can be assigned directly to users via Lane.
If we examine the use of Lane on an example;
Let's consider a leave process.
Employee in Lane 1 - Creates a leave request.
In Lane 2, Manager - Reviews and approves the request.
In Lane 3, Human Resources - Processes the approved request and grants leave.
This structure clearly shows who performs which task at each stage of the process and helps to manage the process more efficiently.
Assignment via Task Pool (Everyone): Tasks defined as “Everyone” are created in the task pool and all users can see this task. Tasks in the task pool can be retrieved and completed by users. This form of assignment allows tasks to be completed by any of the team members if needed.
Thanks to these task assignment formats, the Process Automation module ensures that tasks are directed to the right users and business processes are carried out effectively. The flexible structure of task assignment formats brings efficiency to businesses, clarifies the responsibilities of users and prevents disruption in processes.
