When you switch to the Process Automation module on the Kuika platform, the workflow creation screen is displayed.
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
To learn how to create a sample process, check out the Process Automation course.
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.
