Process Automation

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.

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

• Activate The Hand Tool: Allows to move the workflow.
• Activate The Lasso Tool: Allows to move selected areas collectively.
• Activate The Create/Remove Space Tool: Allows to expand and collapse the workflow.
• Activate The Global Connect Tool: Allows to create a connection between tools.
• Create Start Event: Determines the start of the workflow.
• Create End Event: Determines the end of the workflow.
• Create Timer Event: Triggers time-based actions.
• Create Exclusive Gateway: Creates a path separation according to the conditions.
• Create Parallel Gateway: Creates parallel business processes.
• Create User Task: Creates a task that requires user interaction.
• Create Task: Defines the tasks on which system actions run.

Design Area (Canvas)

You can use the following tools when performing operations on the canvas:

• Change Type: Allows you to change element types. For example, you can change a Task to a User Task or an Exclusive Gateway to a Parallel Gateway.
• Append Text Annotation: Allows you to add an annotation.
• Remove: Allows you to delete selected elements.

C. 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: Field where task assignments are made.
  
  • Everyone: Tasks defined with Everyone are created in a task pool. Each user can see this task and can take on and complete the tasks in the task pool.
  • Role: Tasks can be assigned for defined roles.
  • Dynamic Assignment: Allows making assignments related to process variables.
  • Find Manager: Provides integration to determine the user's manager. The manager is a user assigned and linked by Kuika. When an integration is made by Custom Provider, you can determine what this action will return through Provider.
    
    • The action creation process is similar to the system actions. Therefore, Input must be added first. Click Symbol Picker to add an input. For example, with this action, the manager of the person who initiated the process is determined. The other actions added work in a similar way. The variables of the desired process must be given as Input and the result returned must be a string or string list.
• Happy Path: Refers to the error-free completion of the process under ideal conditions.
• 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.

Create Exclusive Gateway

This tool allows you to specify the condition and order of operations in the workflow. With the Symbol Picker in the None option, you can call the variables created in the parameter panel. You can specify the logical values required for the condition in the Select Box.

Select from the “Will execute otherwise” field to determine the path order. For example, if “Yes” is selected from this field, the first path in the workflow will be “No”.

A Gateway can have more than two outputs. One of these exits is selected by default under Will execute otherwise. That is, this path is followed when all other conditions are not met. Other exit options can be sorted by drag-and-drop. In top-down rules, the first correct rule determines the path the process will follow. If no rule is verified, the default path at the bottom is followed. This is why the output sequence is important.

Create Task

This tool includes the Actions option where you can add Kuika's system actions and the Step Outputs option that determines the output steps in the Process. You can prepare the output of the variables specified with the +SELECT WF PARAMS TO MAP option under Step Outputs.

Create User Task

This tool allows you to create tasks in the workflow that require user interaction. When selected, the following fields open:

• Assignment: Used to assign tasks to users. With the Send Default Notification Mail option, workflow confirmation and termination processes can be initiated by e-mail.
• Actions: Actions that are triggered as soon as the task is created can be added. For example, it can be used to send a custom notification email to the user. These actions do not change the general operation of the step.
• Step Description: This is the field where descriptions are made in the business process. Parameters can be called using@.
• Task Due: Determines the duration of the process to be completed in the workflow.
• Step Outputs: Determines the results of the output steps in the process.

Note Step Output in Create User Task, unlike Create Task, allows the information on the screens that users enter to be changed. This field determines which information will be collected from the user.

User Interaction

This tool is used for processes that expect feedback or action from the user. It usually involves interactions such as filling out a form, making a decision or entering certain data. When the user interaction is complete, the process moves to the next stage.

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.