Follow these steps to create Process Automation:

1. Log in to the Kuika platform and open the project you will be working on from the Apps screen.
2. Click the Process Automation module.

The Process Automation main screen that opens consists of the following elements:

Create a Blank Card

The Create a blank card at the top of the page is the starting point for creating a new process. When you click the “+” icon, the process begins with a blank diagram containing a start event, a sample step, and an end event.

Process List and Filtering

Below the card is a table listing the existing processes in your project. This table can be accessed via three tabs:

• All Processes: The default view listing all processes in the project.
• Recently Viewed: The view listing the most recently viewed processes.
• Process Templates (Beta): A beta-stage view that allows you to create processes from ready-made templates.

In the upper-right corner of the list, there are two filtering/sorting options:

• Status: A drop-down list that allows you to filter processes by their status.
• Sort by: A drop-down list that allows you to sort processes by a specific criterion.

Additionally, a search box allows for quick searches by process name.

Process List Columns

The table consists of the following columns:

• Name: The name of the process.
• Status: The current status of the process.
• Last Updated: The date the process was last updated.
• Updated by: The user who last updated the process.
• Created by: The user who created the process.

Below the table, if the list spans multiple pages, there are forward and back arrow buttons to navigate between them.

If no processes have been created yet, the message “No processes yet — Create a blank process or start from a template.” appears in the table area.

Creating a New Process

1. To create a new process, click the Create a blank card.
2. In the diagram screen that opens, give your process a name (e.g., “New Process 1”).

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

When you create a process, the diagram screen consists of four tabs: Diagram, Parameters, Forms, Version History.

Diagram Tab

This is the main workspace (Canvas) where the process’s BPMN diagram is visually designed. The right panel displays general information about the process:

• Process Description: A text field explaining the purpose of the process.
• Process Due: The field where you specify the timeframe (days, hours, etc.) by which the process must be completed.

Parameters Tab

This is the tab where the process variables (parameters) are defined. The header reads Process Parameters; the DISCARD and SAVE CHANGES buttons are located in the upper right corner.

The parameter list can be viewed using three filters: All, Business Object, Internal. Custom data types can be managed using the MANAGE DATA TYPES button in the upper-right corner; parameters can be filtered using the search box.

The Parameter Columns list contains the following information for each parameter:

• Parameter Name: The name of the parameter (free-text entry).
• Data Type: The parameter’s data type (selected from the “Choose data type…” drop-down list).
• Array: A toggle option that determines whether the parameter is an array.
• Parameter Type: The parameter’s type—it can be either Internal or Business Object.
• Input: Indicates whether the parameter requires input from the user who initiates the process.
• Output: Specifies whether the parameter’s value is returned as a result of the process.
• Default: The parameter’s default value.

To add a new parameter, simply enter the parameter name in an empty row of the table; a new empty row is automatically added as the parameter is defined.

For example, you can define the “Permit Day” variable as the user’s leave day. If this data is information that must be entered by the user who initiates the process, parameters marked as Input appear under the Start Process action.

When a user initiates the workflow using the “Start Process” action, if the first task in the resulting process (in the WAITING state) belongs to that user, the user is directed directly to the relevant task screen without going through the task list.

Internal-type parameters are used for logical checks. For example, in the leave approval process, you must create a process that checks whether the user is eligible for leave. Since this is a background operation, you can define a variable that determines permit eligibility—for example, a Boolean variable named “Progress Payment.”

If the user is eligible for a permit day, the process proceeds along a specific path; if not, it proceeds along a different path.

Forms Tab

This tab is used to manage user screens (form fields) and user interactions (buttons) associated with the process. It consists of two sub-tabs: Workflow Screens and Interactions. For detailed information, see the “G. Forms Panel: Workflow Screens and Interactions” section below.

Version History Tab

This tab lists the process’s past versions. Below the header, there is a note explaining the versioning logic: each export operation creates a workflow version; preview builds, however, are included within (collapsed into) the version they were exported from.

You can filter by version name or description using the search box in the upper right.

Each version record contains the following information:

• Version: Version number/name.
• Date & Time: The date and time the version was created.
• Exported by: The user who exported the version.
• Description: A description of the version.
• Status: The version’s status.
• Actions: Actions available for the version (e.g., restore, view).

If no versions have been exported yet, the message “No versions exported yet. Exporting this process creates its first version.” is displayed.

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

C. Process Automation Tools

The toolbar on the left side of the diagram screen is organized into 5 groups. When you click on one of the icons, a panel opens showing the items belonging to that group:

Activities

• User Task: These are tasks that require user interaction. User intervention is required for operations such as filling out forms or providing approval. Example: For “Manager Approval,” the relevant person is expected to fill out the form and provide approval.
• System Task: These are tasks automatically executed by the system. Processes that do not require manual intervention—such as integration, data processing, or automated notifications—take place here. Example: After an order is approved, an invoice is automatically generated and emailed to the customer.
• Subprocess: This organizes subprocesses under a single block, making the workflow more organized and readable. Detailed sub-steps are hidden within this block and can be opened and viewed only when necessary. 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.
• Linked Process: Enables a direct connection between the current process and another process. This facilitates integration between different processes and allows for holistic management of the workflow. Example: A direct link is established from the “Order Management” process to the “Invoicing Process,” enabling transition between steps.

Gateways (Decision Points)

• Exclusive Gateway: A decision point where, based on conditions, only one path is selected within the workflow. Conditions are defined using logical expressions. Example: If the order amount is greater than 1,000 TL, the process follows the “Manager Approval” path; otherwise, it follows the “Standard Process” path.
• Parallel Gateway: Enables the start or merging of business processes that run in parallel. Tasks proceed concurrently and independently. Example: After “Order Approval,” the ‘Packaging’ and “Invoice Preparation” tasks begin simultaneously.
• Inclusive Gateway: A decision point where one or more paths can be selected simultaneously based on specific conditions. The difference from an Exclusive Gateway is that more than one condition can be met at the same time. Example: If both the “Return Request” and “Invoice Update” options are checked on an order, both steps are executed simultaneously.

Events

• Start Event: Represents the starting point of the workflow. It is the first step that triggers the process and can be a user action, a system event, or a timer. There should generally be only one starting point for the workflow to function correctly. Example: The “Customer Order Received” event starts the workflow.
• End Event: Indicates the point where the workflow is completed and ends. The process ends, and results are recorded or notifications are sent as needed. Example: The “Order Completed” step ends the workflow.
• Timer Event: A timer that triggers the workflow at the end of a specified duration or at specific times. It is used as a wait step. The wait duration can be set using 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 this period, the “Send Payment Reminder” step is automatically triggered.

Tools

• Hand Tool (pan): Allows you to drag and move the workflow on the design screen. It is used to quickly focus on or edit different sections in complex workflows. It 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 Approval” step more visible.
• Lasso Select: Allows you to select multiple workflow elements at once and perform bulk operations such as moving, copying, or deleting them. It saves time and offers 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 at once.
• Space Tool: Allows you to add or remove space between objects in the workflow. It creates space to add new steps or saves space by removing unnecessary gaps. Example: You create space between “Customer Approval” and “Order Shipping” to add a new “Quality Control” step.
• Connect Tool: Used to link different elements in the workflow. It creates connections that indicate the direction of data or control flow. Example: You direct the workflow by drawing an arrow from the “Order Received” step to the “Inventory Check” step.

Happy Path

• Happy Path Phase: Allows you to visually group the main/expected flow of the process (happy path) as a separate phase or lane on the canvas. This makes the main flow, which is distinct from exception or alternative scenarios, more readable.

D. Workflow Designer and Design Area (Canvas)

The Canvas is the main workspace where the workflow is visually created. Process steps, Gateways, and Events are placed on this area and connected to one another.

Selecting Elements on the Canvas (Contextual Toolbar)

When you select an element on the canvas, a small tool menu (contextual toolbar) opens right next to the element. This menu consists of two rows and provides quick access to add, edit, or connect elements:

Top row — Addition tools:

• Appended End Event (circle icon): Allows you to add an End Event directly to a selected element. This feature lets you quickly conclude the workflow. Example: By selecting this icon from the menu that appears when you click an “Order Cancellation” step, you can ensure that the cancellation ends the workflow.
• Append Text Annotation (slash/note icon): Allows you to add a description box to the selected item. Descriptions make the workflow logic easier to understand and facilitate communication within the team. 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 (rectangle icon): Allows you to add a task to the selected item. This task can be a process that the system executes automatically. Example: By adding a “Transfer to CRM” step after the “Customer Registration” step, you can ensure that the data is automatically recorded in the system.
• Create Exclusive Gateway (equilateral triangle icon): Allows you to add a decision point (Exclusive Gateway) after the selected element. This step changes the direction of the workflow based on specific conditions. Example: After the “Payment Status” check, you can add a “Is Payment Complete?” decision step to create different paths.

Bottom row — Editing tools:

• Change Type (key/wrench icon): Allows you to change the type of the selected element. This enables you to convert an element selected by mistake 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 turn it into a step requiring user interaction.
• Remove (trash can icon): Allows you to delete the selected element(s). Used to quickly remove incorrect or unnecessary steps. Example: You can select the “Manual Check” step that is no longer functional and delete it using this icon.
• Connect Using Sequence Flow / Message Flow / Association (arrow icon): Used to establish connections between elements.
• Sequence Flow: Represents the process flow.
• Message Flow: Facilitates message communication between different pools or lanes.
• Association: Establishes relationships between elements using information annotations; for example, it is used to link forms and descriptions. Example: You can define the workflow by drawing a Sequence Flow between the “Create Invoice” step and the “Send Invoice” step. You can also add a description using a Text Annotation and link it to the “Create Invoice” step via an Association.

Workflow Designer Validation (Rule Checks)

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

The visibility of errors and warnings is controlled via the toggle located in the lower-left corner of the Process Automation screen.

For elements that violate rules:

• If there is only a warning, the warning (exclamation mark) icon is displayed;
• If there is an error, or if both an error and a warning are present, the error (x) icon is displayed.

When the cursor hovers over the icon, the violated rule is displayed as a tooltip.

Validated Rules:

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

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

Accessing Process Data via SQL

Data related to processes executed in the Process Automation module—such as pending jobs, task history, process summary, and user load—can be queried through SQL Views. These Views allow for join operations with external queries; process data can be combined with other application data for use in reporting, analysis, and monitoring scenarios.

Example use cases:

• Reporting the number of pending tasks per user by combining it with data from other tables
• Exporting task history to external systems or summary screens
• Analyzing user load by department or role

E. Process Automation Properties Panel

When you select a step (e.g., a User Task or System Task) on the canvas, a panel containing settings specific to that step opens in the right pane. This panel consists of two tabs: Properties and Advanced.

Properties Tab

• Screen: Displays the screen associated with the step. You can open the relevant screen directly by clicking the “OPEN” link.
• Description: The field where the step’s description is entered. Within the description, you can directly reference process parameters by starting with the @ symbol.
• Assignment: This is where task assignments are made.
• Type: Determines who the task is assigned to (Everyone, Role, Dynamic Assignment, External Users — see Type Options below).
• Use Lane: A toggle that determines whether the assignment will use the lane structure in the diagram.
• Step Outputs: This is where the parameters that the step will write back as the process continues are mapped. A new output can be added using the “+” icon; if no mapping has been done yet, the message “No outputs mapped yet” is displayed.
• User Interactions: This is where the user interactions associated with the step are listed. These interactions are managed not directly from this panel, but from the Forms → Interactions tab. If no interactions have been defined yet, the message “No interactions yet” is displayed, and you can navigate to the relevant tab via the “Manage in Interactions tab” link.

Advanced Tab

• Due: The timeframe by which the step must be completed (e.g., 1 Days). Units such as days, hours, etc., can be selected.
• Pre Actions: This is the area where custom actions to be automatically executed when the step is created (step creation) are defined. A new action can be added using “+ ADD ACTION.”
• Notification: This is the area where you configure whether a notification related to the step should be sent (Send: on/off).

Type Options

• Everyone: When this option is selected, the task is added to the task pool. All users can view this task; any user who wishes to can claim 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. Available roles are displayed in the role list, and a new role can be created using the “+ Add New Role” option.
• Dynamic Assignment: Allows for assignments linked to process variables.
• External Users: Enables external users outside the application to be assigned to tasks. This is used, for example, when customers, subcontractors, or guest users need to complete a step.

Recurring Step (Scheduled Steps)

A Recurring Step is defined through a Timer Boundary Event attached to a specific Task or User Task. This structure allows the relevant step to be automatically rerun at defined time intervals or directs the process to an alternative flow after a specified time has elapsed.

Additionally, a Timer Event can be used as an independent step within the process. This usage is referred to as a Timer Intermediate Event. A Timer Intermediate Event causes the process to wait for a defined duration at the relevant point and allows it to proceed to the next step once the time has elapsed.

Use Cases:

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

Technical Specifications:

• It is linked to the task item by selecting the “Timer Boundary Event.”
• The wait time (minutes, hours, days) is specified in the “Timer Duration” field.
• If the “Is Interrupting” option is enabled, the main flow is paused when the time elapses, and the timer path is executed.
• If disabled (non-interrupting), the timer path runs in parallel while the main flow continues.

Exclusive Gateway

This tool allows you to define the conditions and order of operations in the workflow. The purpose of the Gateway is to ensure that, among multiple possible paths, only one is selected and executed based on defined conditions. This allows the process to branch according to different scenarios.

Variables defined in the parameter panel can be called using the Symbol Picker under the “None” option and used in conditions. These variables can be of different data types, such as string, number, boolean, or datetime. The parameter selected via the Symbol Picker is evaluated using a comparison operator specified in the Select Box (e.g., equals, not equals, greater than, less than, contains). If the condition is true, the output path associated with that condition is executed.

Multiple outputs can be defined on an Exclusive Gateway. One of these defined outputs must be designated as the default path using the “Will execute otherwise” option. This path is activated if none of the other conditions listed from top to bottom are met. If, for example, “Yes” is selected for this field, the first path checked in the workflow is evaluated as “No.” Order is important because the system evaluates conditions from top to bottom and does not check paths beyond the first condition that evaluates to true. Conditions can be reordered using drag-and-drop.

The order in which conditions are evaluated directly affects process behavior. The most general condition should be placed at the bottom, and the most specific condition at the top. Otherwise, an unexpected path may be executed if not all conditions are met. It is recommended to add a condition to every exit path. However, at least one path must be set to “Will execute otherwise” so that the path the process will follow when all conditions fail is clearly defined.

This tool is accessed from the Gateways group in the left-hand toolbar.

Inclusive Gateway

This is used to branch the workflow in parallel when multiple conditions can be met simultaneously. Unlike the Exclusive Gateway, the Inclusive Gateway ensures that all paths associated with these conditions are triggered simultaneously if more than one condition is true at the same time.

Independent conditions can be defined for each exit path. Conditions are created using variables in the parameter panel via the Symbol Picker. During evaluation, the system evaluates all conditions independently of one another. Therefore, if more than one condition returns “true,” all of these paths are executed simultaneously.

On the Inclusive Gateway, at least one path must be designated as “Will execute otherwise.” This option ensures that the process continues without interruption if none of the other defined conditions are met.

The Inclusive Gateway provides flexible parallel execution in workflow scenarios. For example, in an order process, if both the “Invoice Update” and “Return Request” conditions are met at the same time, the system can initiate both processes concurrently.

The Inclusive Gateway enables business processes to branch dynamically based on conditions and allows multiple operations to be initiated simultaneously.

This tool is accessed from the Gateways group in the left-hand tool panel.

Parallel Gateway

It enables the parallel initiation of multiple tasks that must be executed simultaneously in a workflow or the merging of parallel paths. It is not condition-dependent; therefore, all exit paths are triggered simultaneously.

The Parallel Gateway is typically used for two purposes:

• Split: Initiating multiple parallel flows from a single process point.
• Join: Waiting for different parallel flows to complete and then returning to a single flow.

In the Split structure, all output paths connected to the gateway start simultaneously and execute independently of one another. In the Join structure, the Parallel Gateway waits for all parallel paths to complete and proceeds to the next step of the process only when this condition is met.

Using the Parallel Gateway enables time-optimized processes. For example, simultaneously initiating the “Packaging,” “Invoice Preparation,” and “Shipping Label Creation” steps after an order is approved speeds up the process.

Conditions are generally not defined for this tool in the Properties panel, as all paths are triggered automatically. However, the readability of the workflow can be improved by editing the names, descriptions, and connection directions.

This tool is accessed from the Gateways group in the left-hand tool panel.

System Task

This tool is the step where automatic tasks to be executed by the system on the Kuika platform are defined. It is typically used to model processes that do not require user interaction. For example, tasks such as making API calls, integrating with external services, updating system parameters, or preparing data in the background are performed in this step.

The System Task step contains two main components: Actions and Step Outputs. The Actions section is where the system actions to be triggered when this step runs are defined. Here, one or more previously defined actions can be executed sequentially. These actions can, for example, be a REST API call or send data to a previously defined Custom Action to receive a response.

Actions related to authorization can also be added from this section: Using the Add User To Role and Remove User From Role actions, you can automatically add or remove a user from a specific role when the step runs. For example, after an approval process is completed, the “Approved Users” role can be automatically assigned to the relevant user.

The Step Outputs section is where the data obtained as a result of the action is mapped to parameters that will be used in the workflow. In this section, the “+SELECT WF PARAMS TO MAP” option is used to determine which variables the values returned by the action will be assigned to. This ensures that values received from external systems or calculated in the background can be used later in the workflow for a condition, notification, or another task.

This task type does not display any forms or notifications to the user. It manages operations that take place entirely in the background. When placed appropriately, it automates the workflow and eliminates the need for manual intervention. Each System Task step can be configured not only to perform a single operation but also but also to execute a series of consecutive automated steps together.

This tool is accessed from the Activities group in the left-hand toolbar.

User Task

This tool is used to define tasks in the workflow that require manual data entry and approval from the user. It is used in situations where the user must perform a specific action, enter data, fill out a form, or make a decision. The process does not proceed to the next step until the user completes the assigned task. Therefore, User Task steps function as critical decision points or data collection points in the process.

User Task offers flexible configuration options for designing interactive processes with users in the system. This step can be linked to a form to collect data from the user and can be customized with various fields such as user-specific assignments, notifications, descriptions, due dates, and buttons.

This tool is accessed from the Activities group in the left-hand tool panel.

Properties Panel:

• Description: This is the field where descriptions are entered for the business process. Parameters can be called using the @ symbol. For example: “@UserName requested a permit between @PermitStartDate and @PermitEndDate. Please review the request.”
• Assignment: Used to assign tasks to users.
• Everyone: The task is placed in the task pool, and all users can claim it.
• Role: The task is assigned to a specific role. A role is selected from the “Choose Role” field, or a new role is created using “+ Add New Role.”
• Dynamic Assignment: The task is dynamically routed to the user based on process parameters. This enables assignments linked to process variables. The “Field to Get Information” field is used to select the data that determines which user or role the task will be assigned to; this field contains a placeholder text that guides the user and clarifies which information to select.
• Use Lane: When enabled, the task is assigned based on the lane structure.
• Step Outputs: Defines the results of the output steps within the process. The outcomes of the user’s action (e.g., approved, rejected, sent back) are defined in this field. A separate output can be defined for each button, and users can be routed to different flows via the gateway.

Example Buttons:

• Approve → Routes to the “Approved” path
• Reject → Routes to the ‘Rejected’ path
• SendBack → Routes to the “Returned” path

Unlike the System Task, the Step Output in the User Task allows information on the screens users access to be modified. This field determines which information is collected from the user.

G. Forms Panel: Workflow Screens and Interactions

In Kuika’s Process Automation module, the Forms tab is used to manage business processes and to configure and visualize user-interactive steps. This tab ensures that the screens (forms) created for each business process are grouped under the relevant process and managed in an organized manner.

Each workflow has its own screen group. Thus:

• Screens from different processes are kept separate,
• Screens associated with a process’s user steps are displayed in their own section,
• Screen management becomes simpler and more error-free.

The Forms tab consists of two sub-tabs: one titled Workflow Screens and the other Interactions. Next to each sub-tab is a counter indicating how many items are defined in that tab (e.g., “Workflow Screens 1,” “Interactions 0”). Changes are saved using the APPLY SCREENS button in the upper-right corner; they can be canceled using CANCEL.

In both sub-tabs, a list of all User Task steps in your process is displayed on the left under the USER TASKS heading. Steps can be filtered using the search box. When a step is selected from the list, the relevant content for that step (form fields or interactions) opens on the right.

1. Workflow Screens Sub-Tab

In this sub-tab, the form fields (fields) are defined.

When a step (e.g., “Sample Step”) is selected from the USER TASKS list on the left, the following are displayed on the right:

• Step Outputs: Shows which outputs/parameters this step configures. If no output has been defined yet, the message “This step configures no outputs.” is displayed.
• The name of the selected step is displayed as the header; the form’s overall layout can be adjusted using the Form Layout button in the upper right.
• Note: Custom fields are not automatically linked to a workflow parameter—they appear on the form, but you must link them to an action on the screen for their values to be persistent.

Section Structure

A form is divided into one or more Sections. Each section is displayed as a separate block on the form. The following information is defined for each field added within a section:

• Sort Order: The field’s order can be changed using the drag icon.
• Active/Inactive: A checkbox is used to determine whether the field is active.
• Label: The label to be displayed to the user.
• Process Parameters: The process parameter to which the field is linked. If it is not linked to a parameter, it is marked as “Custom.”
• Field Type: The field’s data type (e.g., Text).
• Element Type: The field’s component type on the form (e.g., TextInput).
• Required: Whether the field is required.
• Read-Only: Whether the field is read-only.
• The field can be deleted using the trash can icon.

To add a new field, click the + ADD FIELD button (select the field type from a drop-down menu).

To add a new section, use the + Add Section link at the bottom of the page. A section with no fields added yet is displayed as an empty drag-and-drop area with the message “This section will appear as a separate block on the form.” and the text “Drag a field here to create it.”

2. Interactions Subtab

In this sub-tab, user interactions (buttons/User Interactions) associated with the selected step are managed.

When a step is selected from the USER TASKS list on the left, two sections open on the right:

• Step Outputs: Shows which outputs/parameters this step configures. If no output has been defined yet, the message “This step configures no outputs.” is displayed.
• User Interactions: This area lists the user interactions (buttons) associated with the step. Each interaction automatically lists that step’s outputs as well—no separate mapping is required. If no interaction has been defined yet, the message “No interactions yet. Add one to define the buttons that resume this step.” is displayed.

To add a new interaction, use the + ADD NEW USER INTERACTION link in the upper right corner.

What Is a User Interaction?

The User Interaction element is used to define steps in a workflow that require human interaction, such as direct user feedback, form filling, decision-making, or the entry of specific data. This step separates the business process from system actions and requires user input.

Use Cases:

• Filling out a permission request form
• Approving an expense
• Providing feedback to the task manager with a comment
• Uploading a document

Technical Specifications:

• Form Definition: A form created in the Workflow Screens sub-tab is linked to this step and displayed to the user.
• Assignment:
• Can be assigned to a specific user
• Can be assigned based on role
• Can be assigned dynamically (via a custom action)
• Can be placed in the task pool using the “Everyone” option
• Button Definition: Action buttons such as “Approve,” “Reject,” and “Return” can be defined; each button can be assigned a unique ID (e.g., approve, reject). These buttons are added via the “Interactions” sub-tab.
• Output Mapping: Data received from the user is mapped to defined parameters and transferred to the process—whenever a new User Interaction is added, the relevant outputs are automatically listed in the Step Outputs section.

Interaction Flow:

1. When the process reaches this step, a task is assigned to the defined user.
2. The user enters the required information or makes selections on the form.
3. The user completes the process by clicking a defined button (e.g., Approve).
4. The process can branch into different paths depending on the action taken.

Tracking and Reporting:

• Task Statuses: Each User Interaction step can be tracked by statuses such as Assigned, In Progress, Completed, Rejected, or Returned.
• Report Filtering: These tasks can be filtered and analyzed in process performance reports.
• Task Pool: Tasks defined with the “Everyone” assignment are placed in the task pool and can be claimed by all authorized users.

Tips and Best Practices:

• Design transparent and traceable approval workflows using User Interaction steps for the process’s critical decision points.
• Assign meaningful IDs to buttons (approve, reject, sendBack) and branch the process by linking them to gateways.
• If necessary, trigger overdue tasks by defining a “Task Due” (deadline).

Advanced Usage: Form Integration

A form linked to a step in the “Workflow Screens” sub-tab supports the following features:

• File upload
• Validation rules
• Dynamic field display
• Pre- and post-process triggers

H. Multi-Instance Step Structure (PMI / SMI)

Multi-Instance Configuration (PMI / SMI)

Multi-Instance settings are configured via the Multi-Instance Configuration panel under the Advanced tab when a step is selected. This structure applies to both Parallel Multi-Instance (PMI) and Sequential Multi-Instance (SMI).

Instance Generation

Sequential Instance Count Strategy (SMI)

When the Sequential structure is selected, the instance generation method is specified in the Instance Generation field.

Manual (Number / Symbol): The number of instances is specified manually. In the subfield Instance Count (Fixed/Variable):

• Fixed Value → A fixed number is entered.
• By selecting Symbol, a dynamic number can be used via a variable.

The specified number of instances is created and executed sequentially.

Based on Step Assignment: The number of instances is determined based on the step’s Assignment type. If the Assignment type is Role or Dynamic, instance generation follows this configuration.

Instance generation logic:

• By Role (One instance per Role): One instance is created for each role. Users with the same role view the same instance.
• By User (One instance per User in Roles): A separate instance is created for each user associated with a role. Each user sees only the instance assigned to them.

If Dynamic Assignment is used:

• By Role → 1 instance for each role returned
• By User → 1 instance for each user in the returned roles

Execution Order (SMI)

In a sequential structure, the processing order of instances can be specified:

• Ascending (First to Last)
• Descending (Last to First)

Instances are created and executed sequentially according to the selected order.

Cancel Condition (SMI)

Available in Sequential Multi-Instance steps. When the defined condition is met, any remaining instances that have not yet been executed are not created, and the process is terminated.

Conditions are defined using the AND GROUP structure.

Multi-Instance Aggregation

The method for aggregating the results returned by child instances is specified in this section.

Child Output Key: Select the child output field to be included in the aggregation.

Strategy: Supported strategies:

• Majority
• SumInt
• SumDouble
• AverageDouble
• Min
• Max

Depending on the selected strategy, the child results are aggregated into a single output and transferred to the parent flow.

Parallel Multi-Instance (PMI)

When the Parallel structure is selected:

• Instances are started simultaneously.
• The Instance Generation options (Manual / Based on Step Assignment) are the same.
• There is no Cancel Condition field.
• The aggregation logic works the same way as in SMI.

I. Accessing Process Initiator Information via the Symbol Picker

In the Process Automation module, information about the user who initiates a process can be accessed via the Symbol Picker. This information is referred to as the Process Initiator and can be used as a dynamic value in various steps of the workflow (Task, User Task, Notification, Gateway conditions, etc.).

In the Symbol Picker, the following fields under Process Initiator can be selected individually:

• Mail / Email / Username: This is the email address or username of the user who initiated the process. It is provided directly to the “Recipients” field, particularly in “Send Mail” actions, enabling automatic notifications or emails to be sent to the Process Initiator.
• FirstName: This is the first name of the user who initiated the process.
• LastName: This is the last name of the user who initiated the process.
• FullName: The full name of the user who initiated the process (first name + last name).

This way, depending on the scenario, instead of displaying only the first and last name, functional data—such as the user’s email address—can be directly selected via the Symbol Picker and passed to actions.

Example Usage: In a leave request process, when the outcome of the request (approved/denied) needs to be communicated to the Process Initiator, an email can be sent directly to the user who initiated the process by selecting Process Initiator → Mail from the Symbol Picker in the “Recipients” field of the “Send Mail” action.

The Delegation System is a system that allows a user to delegate their tasks to another team member in their absence. For example, in an application that manages leave processes, if a manager is on leave, the delegation system kicks in so that an employee’s leave request can proceed without waiting for approval. The manager ensures that processes continue without interruption by appointing a delegate.

Thanks to the proxy system, the appointed proxy can view and manage the manager’s business processes on their behalf. This system makes processes more efficient and ensures business continuity. Within Process Automation, a user can assign a proxy to themselves to have their tasks managed by that proxy.

How Does the Proxy System Work?

• The proxy system is part of the application’s output; it is not directly integrated into 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 includes the “Get Agent” and “Set Agent” actions. These actions enable the delegation of tasks to a user.
• Only one proxy can be assigned to a user. For example, if an Admin grants proxy access to User 1, User 1 cannot accept another proxy assignment at the same time.

This system helps ensure that processes continue without interruption while facilitating the organized management of delegation assignments.

Kuika’s Process Automation module offers a powerful automation solution to accelerate business processes and increase efficiency. With this module, you can optimize your processes by minimizing manual tasks, thereby saving time and resources. You can use the Process Automation module to manage your processes more effectively and streamline your workflows.