Follow the steps below to create Process Automation:

1. Log in to the Kuika platform and open the project you will work with from the Apps screen.
2. Click on the Process Automation module.
3. On the screen that opens, give your workflow a name and click the CREATE button.

Following the previous MSSQL-based structure, process stability and scope were expanded with Oracle Workflow integration.

After completing these steps, you can continue with the workflow creation process.

When you switch to the Process Automation module on the Kuika platform, the workflow creation screen is displayed.

1. Left Panel

From the left panel, you can create new workflows, access added workflows, define parameters and custom actions.

• Processes: This is the area for creating new workflows.
• Process Parameters: It is the field for defining parameters for workflows.
• Business Object: It is the field for defining data structures to be used in form screens. For example, you can define the variable “Permit Day” as the user's permission day. If this data is information that must be entered by the user who starts the process, the parameters marked as “Is Input”  are displayed under the Start Process action.
• Internal: This is the field where the variables used for logical controls are defined. For example, you should create a process that checks whether the user has permission rights in the permission process. Since this is a background process, you can define a variable that determines the permission right. You can define a Boolean type variable named “Progress Payment”.

If the user is entitled to a day off, the progress is made on a specific path, if the user is not entitled to a day off, the progress is made on another path.

• Custom Actions: This is the area where you can add custom actions in workflows.
• Buttons: This is the area where you can add customizable buttons to manage user interaction.

B. Workflow Management Area

Process Automation Tools

To learn how to create a sample process, check out the Process Automation course.

Activate The Hand Tool

• Allows you to drag and drop the flow in the workflow design screen. Used to quickly focus on or edit different sections in complex workflows. Provides mobility during design and enhances the user experience.
  
  • Example: In a large order management process, you drag the workflow to the right to make the ‘Order Confirmation’ step more visible.

Activate The Lasso Tool

• Allows you to select multiple workflow items at the same time and move, copy or delete them collectively. Saves time and provides convenience in complex processes.
  
  • Example: You want to select the ‘Invoice Preparation,’ ‘Payment Approval,’ and ‘Shipping Preparation’ steps and move them all to the left.

Activate The Create/Remove Space Tool

• Allows you to create and close spaces between objects in the workflow. Creates space for adding new steps or saves space by removing unnecessary spaces.
  
  • Example: You open a space between ‘Customer Approval’ and ‘Order Dispatch’ to add a new step called ‘Quality Control.’

Activate The Global Connect Tool

• Used to connect different elements in the workflow. Creates links that show the direction of data or control flow.
  
  • Example: You draw an arrow from the ‘Order Received’ step to the ‘Stock Control’ step to direct the workflow.

Create Start Event

• Represents the starting point of the workflow. It is the first step that triggers the process and can be a user action, system event, or timer. There should usually be a single starting point for the workflow to function correctly.
  
  • Example: The ‘Customer Order Received’ event starts the workflow.

Create End Event

• Indicates the point at which the workflow is complete and ends. The process ends and, if necessary, results are recorded or notifications are sent.
  
  • Example: The ‘Order Completed’ step ends the workflow.

Create Timer Event

• A timer that triggers the workflow at the end of a specified time or at specific times. It is used as a wait step. The wait time can be set with the Time Duration parameter. The Is Interrupting option controls whether the process is paused during the wait.
  
  • Example: The ‘Wait for Payment’ step waits for 3 days; at the end of the time period, the ‘Send Payment Reminder’ step is automatically triggered.

Create Exclusive Gateway

• A decision point where only one path is selected in the workflow based on conditions. Conditions are determined with logical expressions.
  
  • Example: If the order amount is greater than 1000 TL, the ‘Manager Approval’ path is taken; otherwise, the ‘Standard Process’ path is taken.

Create Inclusive Gateway

• It is a decision point where one or more paths can be selected simultaneously based on specific conditions. The difference from an Exclusive Gateway is that multiple conditions can be met at the same time. Parallel paths are created for all applicable conditions.
  
  • Example: If both “Return Request” and “Invoice Update” options are selected in the order, both steps are executed simultaneously.

Create Parallel Gateway

• Enables the start or merging of parallel business processes. Tasks continue simultaneously and independently.
  
  • Example: After ‘Order Approval,’ the “Packaging” and ‘Invoice Preparation’ tasks start at the same time.

Create User Task

• These are tasks that require user interaction. User intervention is required for processes such as filling out forms and giving approval.
  
  • Example: The relevant person is expected to fill out the form and give approval for ‘Manager Approval.’

Create Task

• These are tasks that are automatically executed by the system. Processes such as integration, data processing, or automatic notifications that do not require manual intervention take place here.
  
  • Example: After the order is approved, an invoice is automatically generated and sent to the customer via email.

Create Collapsed Sub Process

• Groups subprocesses into a single block, making the workflow more organized and easier to read. Detailed sub-steps are hidden inside this block and can be expanded only when needed.
  
  • Example: A separate subprocess is defined for the “Return Process”; it appears as a single block in the workflow, but when expanded, the detailed steps are listed inside.

Create Linked Process

• Enables the current process to directly connect with another process. This allows integration between different processes and ensures holistic workflow management.
  
  • Example: From the “Order Management” process, a direct link is created to the “Billing Process,” enabling seamless transition between steps.

Design Area (Canvas)

When creating your workflow on the canvas, various tools are available to add, edit, and link elements. The function and usage examples of each tool are explained below:

Appended End Event

Allows you to add an End Event directly to a selected element. This feature allows you to quickly end the workflow.

• Example: Right-click on a ‘Order Cancellation’ step, select Appended End Event from the menu, and the cancellation will terminate the workflow.

Append Text Annotation

Allows you to add a description box to the selected item. Descriptions make the workflow logic clearer and facilitate internal communication.

• Example: By adding the note ‘Product is visually inspected’ to the ‘Quality Control’ step, you can provide information about the purpose of this step.

Create Task

Allows you to add a task to the selected item. This task can be an action that can be automatically executed by the system.

• Example: By adding the ‘Transfer to CRM’ step after the ‘Customer Registration’ step, you can ensure that the data is automatically recorded in the system.

Create Exclusive Gateway

Allows you to add a decision point (Exclusive Gateway) after the selected item. This step changes the direction of the workflow based on certain conditions.

• Example: After the ‘Payment Status’ check, different paths can be drawn by adding the ‘Is Payment Complete?’ decision step.

Change Type

Allows you to change the type of the selected element. This allows you to convert an incorrectly selected element during the design process without having to recreate it.

• Example: If you accidentally added a ‘Task’ element as a standard task, you can convert it to a ‘User Task’ to make it a step that requires user interaction.

Remove

Allows you to delete the selected element(s). Used to quickly clean up incorrect or unnecessary steps.

• Example: You can select the ‘Manual Control’ step that is no longer functional and delete it with the Remove command.

Connect Using Sequence Flow / Message Flow / Association

Used to establish connections between elements.

• Sequence Flow: Shows the process flow.
• Message Flow: Enables message communication between different pools or lanes.
• Association: Establishes relationships between elements with additional information, for example, to link forms and descriptions.
• Example: You can specify the flow of work by drawing a Sequence Flow between the ‘Create Invoice’ step and the ‘Send Invoice’ step. You can also add a description with a Text Annotation and link it to the ‘Create Invoice’ step with Association.

C. Workflow Designer and Design Area (Canvas)

Canvas is the main workspace where the workflow is visually created. Process steps, Gateways, and Events are positioned on this area and connected to each other.

Workflow Designer Validation (Rule Checks)

Workflow Designer instantly checks BPMN diagrams for compliance with both BPMN standards and Kuika platform rules. This validation mechanism ensures that faulty or incomplete structures are detected early in the design phase.

• The visibility of errors and warnings is controlled using the toggle in the lower left corner of the Process Automation screen.
• For elements that violate the rules:
  
  • If there is only a warning, a warning (exclamation mark) icon is displayed.
  • If there is an error, or if there is both an error and a warning, an error (cross) icon is displayed.
• When the cursor is placed over the icon, the violated rule is displayed as a tooltip.

Rules Checked

• Default path and condition requirement in Exclusive Gateways
• Parallel and Inclusive Gateway branches must merge in a join Gateway of the same type
• Gateways must not be used as split with a single output
• Task and User Task steps must not be empty or have only a whitespace label
• Each node must have at least one incoming or outgoing connection
• A screen must be assigned for each User Task
• The diagram must contain at least one Start Event and End Event.

This validation logic is applied in the same way during the preview and export stages.

D. Process Automation Properties Panel

• Process Description: Description of the business process.
• Process Due: Completion time of the process.
• Lane: The area used to separate user tasks and make authorizations.
• Assignment: This is where tasks are assigned. In this section, you determine which user or user groups the step will be directed to.
  
  • Type Options
    
    • Everyone: When this option is selected, the task is placed in the task pool. All users can see this task; any user who wants to can take on the task and complete it.
    • Role: The task is assigned to a specific role defined in the system. To assign a role, select the appropriate role from the “Choose Role” field. As shown in the image, the list of roles displays the available roles, and a new role can be created using the + Add New Role option.
    • Dynamic Assignment: Allows assignments linked to process variables.
    • External Users: Allows external users outside the application to be assigned to tasks. For example, it is used when customers, subcontractors, or guest users need to complete a step.
• Happy Path: Represents the flow where the process is completed flawlessly under ideal conditions. Within the Process Instance, Happy Path information is treated as a Status field to facilitate process state management. This field is provided as standard in all models that return process information, enabling users to manage the current state of the process in a centralized and consistent manner.
• Version History: It allows management of old versions of workflows.

Version history can be viewed in the mobile app, but versions are saved via the web.

Recurring Step (Scheduled Steps)

Recurring Step is defined through a Timer Boundary Event added to a specific Task or User Task. This structure allows the relevant step to be automatically re-executed at defined time intervals or, after a specific period has elapsed, the process to be redirected to an alternative flow.

Additionally, the Timer Event can also be used as an independent step within the process. This usage is called a Timer Intermediate Event. The Timer Intermediate Event causes the process to wait for a defined period at the relevant point and allows the next step to be executed once the time is up.

Usage:

• Sending a reminder email or notification when a task is not completed within a specified time
• Triggering periodically running tasks (e.g., daily reports, weekly checks)
• Continuing the process via an alternative path in steps delayed by the user

Technical Specifications:

• Timer Boundary Event is selected and linked to the task element.
• The waiting time (minutes, hours, days) is specified in the Timer Duration field.
• If the Is Interrupting option is active, the main flow is stopped when the time expires and the timer path is executed.
• If it is inactive (non-interrupting), the timer path runs in parallel while the main flow continues.

Kuika's Process Automation module uses the Workflow Screen creation panel to manage and automate business processes. This panel allows you to create your business process, define processes and visualize process flows.

1. To add the Create User Task element to your business process, drag it to the appropriate area of the screen.
2. In the Properties panel on the right edge, click on the icon next to No screen set for step yet.

3. In the Workflow Screens-Forms screen, add the necessary screens for your application.
4. Click the CREATE button and fill in the relevant fields on the screen that opens.

5. Workflow Screen Panel, No screen set for step yet field and UI Design panel will be displayed.
6. Right click on the Create User Task element in the UI Design panel and select Add Screen.
7. Select the screen you created earlier and confirm.
8. Complete the screen creation process by clicking the Save button.
   

A Delegation System is a system that allows a user to delegate tasks to another team member in their absence. For example, in an application where leave processes are managed, if the manager is on leave, the proxy system is activated so that the employee's leave can proceed without waiting for approval. By appointing a proxy, the manager ensures that the processes continue without interruption.

Thanks to the proxy system, the appointed proxy can view and manage the manager's business processes on his behalf. This system makes processes more efficient and ensures business continuity. In Process Automation, the user can appoint a proxy and have their work managed by the proxy.

How Does a Proxy System Work?

• The proxy system is included in the output of the application; it is not directly involved in the development process, but can be added as an option.
• Users can integrate this system into their applications according to their needs.
• Kuika Process Automation actions include Get Agent and Set Agent actions. These actions allow the user to perform proxy operations on the user.
• Only one agent can be assigned to a user. For example, if Admin has given a proxy to User 1, User 1 cannot get another proxy at the same time.

This system ensures that processes continue without interruption and helps to manage proxy assignments regularly.

Kuika's Process Automation module offers a powerful automation solution to speed up business processes and increase efficiency. Thanks to this module, you can optimize your processes by minimizing manual operations and save time and resources. You can use the Process Automation module to manage your processes more effectively and make your workflows efficient.