Process Automation

Follow the steps below to create Process Automation:

1. After logging in to 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 (1) and click the “CREATE” (2) button. 

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

Let's examine the sections in the Process Automation module.

A. Left Panel

You can add new workflows from the left panel, access the workflows you have added, add parameters, custom actions and customizable buttons to your workflow.

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1. Processes: This is the area where you can add new workflows.

2. Process Parameters: This is the area where you can add parameters in workflows.

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• Business Object: Data that can be used in the workflow creation process. It allows you to create structures that you can use on form screens. For example, you can define the variable “Permit Day” as the user leave 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. Then you can create the variable by clicking the “CREATE” button.

• Internal: Variables that may be required for logical control. For example, you should create a process that checks whether the user has the right to permission in the permission process. Since this is a background process, you can define a variable that determines the permission right. You can do this by defining a Boolean variable named“Progress Payment” and clicking the “CREATE” button.
  
  

If the user has the right to a day off, it is advanced on a specific path, if not, it is advanced on another path.

3. Custom Actions: Allows you to add custom actions in workflows.

4. Buttons: Allows you to add customizable buttons to manage user interactions in your workflow. You can use the buttons you create to trigger specific actions, to move to the next step or to make different directions in your workflow.

B. Workflow Management Area

  5. Process Automation Tools

• Activate The Hand Tool: Allows us to move the workflow you created on the Canvas.
• Activate The Lasso Tool: Allows us to move the regions squared with the cursor collectively.
• Activate The Create/Remove Space Tool: Allows you to expand or contract the workflow you have created.
• Activate The Global Connect Tool: Allows you to connect with other tools in the workflow you created.
• Create Start Event: Allows you to determine the start of the workflow.
• Create End Event: Allows you to determine the end of the workflow.
• Create Timer Event: It is used in situations that require a specific time or time trigger in the workflow. It ensures that an action is triggered when a certain time is reached.
• Create Exclusive Gateway: Exclusive Gateway ensures that the correct path is selected according to the conditions in business processes with multiple paths and controls the progress of the processes. You can specify the job order by dragging and dropping the path order from the Properties panel.
• Create Parallel Gateway: Determines the path separation in business processes and allows you to execute jobs in parallel. It terminates the process when all jobs are completed.
• Create User Task: It is the activity where user interaction takes place.
• Create Task: It is the activity where system interaction takes place.
  
  

6. Design Area (Canvas): By clicking on elements you can change their types, add notes and delete them. When designing the process, when you click on the elements to speed up and facilitate the process, the toolbox opens on the Canvas.

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• Change Type: You can change the types of elements. For example, you can change a Task to User Task or Exclusive Gateway to Parallel Gateway.
• Append Text Annotation: You can annotate the process.
• Remove: You can easily delete selected elements.
  
  

C. Process Automation Properties Panel

7. Process Description: This is the field where the description of the planned process in the workflow is made.

• Process Due: It is the field where the realization time and completion time of the business process are determined.

• Lane: After clicking on Canvas to create a Lane, you can add more than one Lane from above and below from the small window that opens in the upper right corner. The use of lanes helps you both visually separate user tasks and make authorizations within the workflow.
• Assignment: This is the field used to assign tasks to users via Lane.some text
  • 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: These are the tasks assigned by selecting the roles defined in the business process. If there is no role in the process yet, you can create a new role by clicking the “+Add New Role” button.

• Dynamic: Users who are not defined as a role in the application but can be assigned with an action. You can create a special user group, create a returning action and assign to the users that this action returns. Click “+SELECT ACTIONS”to add an action.some text
  • Dynamic Assignment: Allows you to link process variables.

• Find Manager: There is a manager field on the user within the application. The manager is a user assigned and linked by Kuika. When an integration is made by Custom Provider, you can specify what this action will return via Provider.some text
  • 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.

8. Happy Path: Refers to a scenario where a business process is completed smoothly from start to finish under ideal conditions, without any errors, interruptions or deviations.

9. Version History: It makes old versions that are not actively used inactive and ensures that these old versions are not used in new updates. Each time an update is made, a new version of the workflows is created and screens, definitions and other components related to the old versions are added to the new application. Unused versions are deactivated through this field, thus preventing future updates from including these old versions.

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

1. Create Exclusive Gateway: Clicking on the Create Exclusive Gateway tool opens the area where the conditions and ordering of the transactions in the workflow are set. In this area, you can call the variables created in the parameter panel with the Symbol Picker in the None option. 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 the "Will execute otherwise" field, the first path used from the workflow will be “No”.

A Gateway can have more than two outlets. One of these exits is selected by default under “Will execute otherwise” , which means that this path will be followed when all other conditions are not met. Other exit options can be sorted by drag-and-drop. The rules specified here are checked in order from top to bottom and 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 exit order is very important.

2. Create Task: When the Create Task tool is clicked, there is the “Actions” option where you can add Kuika's system actions and the “Step Outputs” option that determines the output of the output steps in the Process. When you click on the “+SELECT WF PARAMS TO MAP” option underSteps Outputs , the output of the selected variables is prepared.

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3. Create User Task: Clicking on the Create User Task tool opens the following options:

• Assignment: It is used to assign tasks to users. By using the“Send Default Notification Mail” option, workflow confirmation and termination processes are initiated via e-mail.
• Actions: Actions added to User Task are triggered as soon as the task is created and therefore can be considered as Pre-Actions. For example, if it is desired to send a special notification e-mail when a task is assigned to the user, this can be achieved with an action added here. These actions do not play a role in the general functioning of the step.
• Step Description: This is the field where step descriptions are made and you can call business processes with parameters using “@”.
• Task Due: It is the field that determines the process in which workflows will take place.
• Step Outputs: It is the field where the results of the output steps in the process are determined.
  
  

Unlike Create Task, Step Output in Create User Task is the field where the information can be changed from the screens entered by the users in this step and therefore the field where what will be changed is selected.

• User Interaction: User interaction usually involves actions such as filling in a form, making a decision or entering certain data. This tool expects this type of feedback or action from the user and when these interactions are completed, the process moves to the next stage.

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

1. Add the “Create User Task” Element to the screen in the Process Automation module:

• To add the “Create User Task” element to your business process, drag it to the appropriate area of the screen.

2.  Set Properties Panel:

• Click on the icon next to the title “No screen set for step yet” in the Properties panel on the right side.

3. Open Workflow Screens-Forms Screen:

• From the Workflow Screens-Forms screen, you can add the necessary screens for your application.

4. Create the Screen:

• After clicking the “CREATE” button, review your Form element content to fill in the relevant fields on the screen that opens.
• Fill in the required fields with the content of the form element.

5. Adding to Workflow Screen Panel:

• Now the Workflow Screen Panel appears both in the “No screen set for step yet” field and in the UI Design panel.
• Follow the steps below to add the screen to the UI Design panel:some text
  • Right-click on the “Create User Task” element in theUI Design panel and select "Add Screen ”.
  • Select the screen you created earlier and confirm.

6. Save the Screen:

• After making all your adjustments, click on the "Save ” button to complete the screen creation process.
  

The Proxy System is a system that makes it easy for a user to delegate tasks to another team member in their absence. For example, let's say you are developing an application that manages permission processes. In this application, there is a screen where permissions are entered and a screen where permissions are approved by the manager. When the manager is on leave, the proxy system is of great benefit so that the employee's leave is not suspended. With the deputy system, the manager can appoint a replacement. The appointed person, i.e. the proxy, can view the manager's business processes like the manager. This makes processes more efficient and ensures business continuity. In Process Automation, the user can ensure that his/her own work is viewed by the proxy with the proxy he/she assigns to him/her.

The proxy system is used in the output of the application; that is, it is not fully involved in the application development process, but as a part of the process. Users can incorporate this system into their applications as they wish. Within the scope of the proxy system, Kuika Process Automation actions include “Get Agent” and “Set Agent” actions. These actions enable the realization of proxy transactions on the user. With the proxy system, a user with a proxy is not given an additional proxy. For example, if Admin has given a proxy to User 1, User 1 cannot get another proxy at the same time.