How to Assign a Task to a User

In the Kuika Process Automation module, task assignment is a critical step to manage specific steps in business processes and direct them to the right people. Kuika Process Automation offers flexible assignment methods that allow tasks to be assigned according to user roles, their competencies in business processes or set rules. In this way, workflows can be customized according to needs.

1. After logging into the Kuika platform, open the project you will work on from the Apps screen.
2. Then click on the Process Automation module.
3. From the screen that opens, give the workflow a name and click the CREATE button.
4. Open the Properties panel on the right edge.

How to Assign Tasks to a User in Kuika

The task assignment formats in the Properties panel are as follows:

1. 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 method is used in special cases or when tasks need to be assigned directly to a specific person.

2. Dynamic Assignment

Dynamic task assignment allows the process to be automatically assigned to the relevant user according to certain conditions. It is especially preferred in cases where task assignment with process variables is required.

• Kuika enables automatic assignment via a returned action or a special user group.
• An action can be added with the +SELECT ACTIONS option.
• Dynamic task assignment to the right person can be done using process variables.

3. Automatic Assignment

Tasks are automatically assigned to a predefined user or group of users according to defined rules. This method is used to optimize task allocation in high-volume jobs.

4. Role and Responsibility Based Assignment

Tasks are assigned within the framework of specific roles or responsibilities.

• Example:
  
  • The project manager is assigned an approval task.
  • Customer support representatives are assigned follow-up tasks related to the customer.
• If a role is not yet defined in the process, a new role can be created with the +Add New Role button.

5. Find Manager (Assign Manager)

Allows a task to be assigned to the user or the user's administrator. Kuika can make automatic assignments by determining the user's administrator.

• If integration is done, the value returned as a result of the action can be determined through Custom Provider.
• Input must be added via Symbol Picker to create an action.

6. Task Assignment via Lane

Lane is used to visually separate user tasks and authorization within the workflow. Lanes can be added by organizing the workflow on Canvas.

Example: Permission Process

1. Lane 1 - Employee: Creates a leave request.
2. Lane 2 - Manager: Reviews and approves the request.
3. Lane 3 - Human Resources: Processes the approved request.

This structure clearly shows who performs which task at each stage of the process and enables the process to be managed more efficiently.

7. Assignment via Task Pool (Everyone)

Tasks defined as “Everyone” are created in the task repository and all users can see this task.

• Users can complete the task by taking it on.
• Any of the team members can take the task and move the process forward.

Thanks to these task assignment formats, Kuika Process Automation ensures that tasks are directed to the right users and helps business processes to be carried out effectively. While the flexible assignment structure brings efficiency to businesses, it prevents disruption in processes by clarifying the responsibilities of users.