Properties Panel of Process Automation Tools

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 Inclusive Gateway

Used to branch the workflow in parallel when multiple conditions can be met simultaneously. Unlike the Exclusive Gateway, the Inclusive Gateway triggers all paths associated with the conditions if more than one condition is true at the same time.

Independent conditions can be defined for each output path. Conditions are created using variables located in the parameter panel via the Symbol Picker tool. During the evaluation process, the system examines all conditions independently of each other. Therefore, if multiple conditions return “true,” all of these paths are executed simultaneously.

At least one path on the Inclusive Gateway 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.

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

Create Inclusive Gateway enables business processes to branch dynamically based on conditions and start multiple processes at the same time.

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 in situations where 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 function 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 associated with a form to collect data from the user and can be customized with various fields such as user-specific assignments, notifications, descriptions, deadlines, and buttons.

Properties Panel:

• Description: This is where explanations are made in the business process. Parameters can be called using @. For example, @UserName requested permission between @PermitStartDate and @PermitEndDate. Please evaluate the request.
• Assignment: Used to assign tasks to users.
  
  • Everyone: The task falls into the task pool and all users can take on the task.
  • Role: The task is assigned to a specific role. The role is selected from the “Choose Role” field or a new role is created with + Add New Role.
  • Dynamic Assignment: The task is dynamically assigned to the user based on process parameters.
  • Use Lane: When enabled, the task is assigned according to the lane structure.
• Step Outputs: Determines the results of the output steps within the process. The results 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 different flows can be directed with a gateway.
  
  • Example Buttons:
    
    • Approve → Direct to the “Approved” path
    • Reject → Redirect to “Rejected” path
    • SendBack → Redirect to “Returned” path

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

• 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.

Usage Scenarios

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

Technical Specifications

• 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 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 or selections on the form.
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, or Returned.
• Report Filtering: These tasks can be filtered and analyzed in process performance reports.
• Task Pool: Tasks defined with Everyone assignment are placed in the task pool and can be claimed by all authorized users.

Tips and Best Practices

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

Advanced Use: Form Integration

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

• File upload
• Validation rules
• Dynamic field display
• Pre/post-process trigger

Advanced Panel:

• Task Due: Determines the time required to complete the process in the workflow.
  
  • Time unit: minutes, hours, days.
  • Tasks that have expired can be reported, and reminder notifications can be sent.
• Actions: Actions that are triggered as soon as the task is created can be added. For example, it can be used to send a custom notification email to the user. These actions do not change the general operation of the step.
• Notification: Notifications ensure that the user is notified when a task is assigned or when action is required. After moving to the confirmation field in the Send section:
  
  • Template:
    
    • Default:
      
      • Add Go To Task Button to Mail: Adds a button to the sent 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 to Mail: Allows dynamic interaction keys (toggle/switch) to be added to increase user interaction in the notification content. In mobile or web notifications, the user 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.
    • Custom: Allows you to select a custom notification template.