In the Kuika Process Automation module, task management is a key component used to create, assign, track, and complete tasks within business processes. Task management ensures that the workflow progresses smoothly by specifying which actions users and the system must take at each step. This module ensures that tasks are assigned to the right people, completed within the specified timeframes, and that the workflow progresses according to the planned steps.

Creating Tasks

Selecting a Task Type

There are two main task types in the Kuika Process Automation module:

• User Task: These are tasks that require user interaction. They require the user to perform a specific action, fill out a form, provide approval, or make a decision. The process does not move to the next step until the user completes the assigned task.
• System Task: These are tasks automatically performed by the system without user intervention. These include operations such as making REST API calls, integrating with external systems, updating system parameters, or preparing data in the background; they do not display any forms or notifications to the user.

Defining Task Steps

When creating a task, specific steps are defined in the workflow where the tasks will be triggered. These steps determine where the business process begins and ends.

Task Definitions and Content

By adding text to the Description field for each task, users assigned the task are provided with clear information about the process. Within the description, process parameters can be directly referenced using the @ tag—for example: "@UserName requested a permit between @PermitStartDate and @PermitEndDate. Please review the request." This helps ensure the task is completed correctly.

Task Durations and Timers

If tasks must be completed within a specific timeframe, a duration (days, hours, etc.) can be defined in the Due field on the Advanced tab. Additionally, by adding a Timer Boundary Event to a Task or User Task, the step can be re-executed at defined time intervals or redirected to an alternative flow when the time expires (Recurring Step). This feature prevents delays by making the workflow more efficient.

Task Management and Assignment

Assignment Methods

Tasks can be assigned using the following methods via the Assignment → Type field in the Properties panel:

• Everyone: The task is placed in a task pool; all users can view the task, and any user who wishes to do so can claim it and complete it.
• Role (Role-Based Assignment): The task is assigned to a specific role defined in the system. An existing role can be selected from the “Choose Role” field, or a new role can be created using “+ Add New Role.”
• Dynamic Assignment: The task is routed to a user or role dynamically determined based on process parameters.
• External Users: Allows external users outside the application (customers, subcontractors, guest users) to be assigned to a task.

In addition, through the Proxy System, a user can ensure that tasks assigned to them are delegated to a pre-designated proxy in their absence (managed via the Get Agent / Set Agent actions). Only one proxy can be assigned to a user at a time.

Task Tracking and Feedback

Task statuses can be tracked; each task can be monitored using statuses such as Assigned, In Progress, Completed, Rejected, Sent Back. Users complete the process by clicking the buttons associated with the User Task (e.g., Approve, Reject, Send Back), directing the process to the relevant outcome path (Step Output); the process may then proceed along different paths depending on this action.

Task Updates and Reminders

To ensure tasks are completed on time, notification settings (Send: on/off) can be configured in the Notification field under the Advanced tab.

The Kuika Process Automation module streamlines task management, making it efficient and systematic, thereby ensuring business processes run smoothly.