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.

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

• Activate The Hand ToolActivate The Lasso 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 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.

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. 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 determine the conditions and order of operations in a workflow. The purpose of the Gateway is to select and execute only one of multiple possible paths based on defined conditions. This allows the process to branch according to different scenarios.

Parameters defined in the parameter panel can be called and used in conditions using the Symbol Picker located under the “None” option. 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 (e.g., equals, not equals, greater than, less than, contains) specified in the Select Box. 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 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 above are met. If, for example, ‘Yes’ is selected for this field, the first path checked in the workflow is evaluated as “No.” Ordering is important because the system evaluates conditions from top to bottom and does not check paths after the first true condition. Conditions can be reordered using drag-and-drop.

The order of condition truth 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 run when all conditions are not met. It is recommended to add a condition to each exit path. However, at least one path must be set to “Will execute otherwise” so that the path the process will take when all conditions fail is clearly defined.

Create 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 Create Task step contains two main structures: Actions and Step Outputs. The Actions section is where the system actions that will be triggered when this step is executed are defined. Here, one or more previously defined actions can be executed in sequence. These actions can be, for example, a REST API call or sending data to a previously defined Custom Action and receiving a response.

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 transferred to. This way, values obtained from external systems or calculated in the background can be used in the workflow for conditions, notifications, or other tasks.

This task type does not display any forms or notifications to the user. It manages processes that occur entirely in the background. When properly positioned, it automates the workflow and eliminates the need for manual intervention. Each Create Task step can be configured not only to perform a single action but also to execute multiple automated steps in sequence.

Create User Task

This tool is used to define tasks in the workflow that require manual intervention or approval from the user. It is used when the user needs to 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 serve as critical decision points or data collection areas in the process.

Create 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.

When selected, the following fields appear:

• Assignment: Used to assign tasks to users.
  
  • Use Line Assignment: Allows line-based assignment control for a user task step. When enabled, the task can be assigned to different users based on a specific condition or data line. It is especially useful in processes with table-based data entry (e.g., multiple material approvals). The task is assigned to the user by referencing specific fields in the row (e.g., approverId).
  • For example, in a purchase form with five different product lines, each line can be assigned to a different purchasing specialist. This way, each user only sees and works on the lines assigned to them.
• Notification: Notifications ensure that users are notified when a task is assigned to them or when action is required.
  
  • Send Notification: Ensures that a custom notification is sent to the user when a task is assigned. Notifications can be sent within the platform, via mobile push, or by email.
  • Use Custom Template: Allows you to use a customized template instead of the default one for notifications. You can write dynamic text that addresses the user and contains parameters.
  • Add Go To Task Button: Adds a button to notifications that directs the user to the relevant task. The user is directed to the relevant form or task screen with a single click from the notification.
  • Add User Interactions Switch: Allows dynamic interaction switches (toggle/switch) to be added to increase user interaction in notification content. In mobile or web notifications, users can complete the process without opening the form. For example, the question “Do you approve the permission request?” is displayed in the notification. The “Yes/No” selection can be made directly in the notification.
• Actions: Actions that are triggered as soon as a task is created can be added. For example, they can be used to send a custom notification email to the user. These actions do not change the overall flow of the step.
• Step Description: This is where explanations are provided about the work process. Parameters can be called using @. For example, @UserName requested permission between @PermitStartDate and @PermitEndDate. Please review the request.
• Task Due: Specifies the time period in which the process must be completed in the workflow.
  
  • Time unit: minutes, hours, days.
  • Tasks that have expired can be reported and reminder notifications can be sent.
• Step Outputs: Determines the results of the output steps in the process. The results of the user's action (e.g., approved, rejected, sent back) are defined in this area. A separate output can be defined for each button, and different flows can be directed with gateways.
  
  • Example Buttons:
    
    • Approve → Direct to “Approved” path
    • Reject → Redirect to “Rejected”
    • SendBack → Redirect to “Returned”

Step Output in Create User Task, unlike Create Task, allows users to change the information entered on the screens. The information to be obtained from the user is defined in this field.

User Interaction

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

Use Cases

• Filling out a permission request form
• Approving expenses
• Providing feedback to the task manager with comments
• Uploading documents

Technical

• Form Definition: A form created with UI Designer 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 (with custom action)
  • Can be dropped into the task pool with the Everyone option
• Button Definition:
  
  • Action buttons such as Approve, Reject, and Send Back can be defined
  • Each button can be given a unique ID (e.g., approve, reject)
• Output Mapping:
  
  • Data received from the user is transferred to the process by linking it to defined parameters

Interaction Flow

1. When the process reaches this step, the task is assigned to the defined user.
2. The user makes the necessary entries on the form or selects options.
3. The user completes the process with a defined button (e.g., Approve).
4. The process can be directed to different paths depending on the action taken.

Monitoring and Reporting

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

Tips and Best Practices

• Design transparent and traceable approval flows using User Interaction steps for critical decision points in the process.
• Assign meaningful IDs to buttons (approve, reject, sendBack) and connect them to gateways to branch the process.
• If necessary, trigger late tasks by defining Task Due (time required for completion).

Advanced Usage: Form Integration

The form linked to the User Interaction step supports the following features:

• File upload
• Validation rules
• Dynamic field display
• Pre/post-process triggers (Trigger)

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.