What Can Be Done With Process Management
The Process Management feature is convenient when used for:
Apps that manage tasks that involve multiple users
Apps that manage the approval of requests
To set up process management, use the layout on the Process Management page to add a sequence of actions, specify various details about which records display action buttons, who sees them, what the various states of the process are called, and the labels on the buttons that move the process forward.
The time before and after an action occurs is called a Status. It is a named state, such as Not Started, or In Progress. The actions occur in a sequence, and each action occurs between statuses.
The action buttons and current status of the flow show up when viewing record details. The Process Management page for all apps has a default layout.
Configuring Process Management
- Within an app, click the Gear wheel on the right.
- Under General Settings, select Process Management.
- Check the box Enable Process Management, to use process management and for your process buttons to appear in the record detail view in your app.
Configure Status Settings:
- Under Status Settings, define the different statuses that some or all of the records in the application can be dispositioned in. The default statuses are Not started, In progress, and Completed.
- To edit a status name, type a new name in the text box.
- To add a status, click Add and enter a name.
- To move a status up or down in the list, drag the arrow up or down.
- To delete a status, click Delete .
- The first status is the Initial Status that records will begin in.
- These status names are reflected in the drop-down lists in the Process Flow Settings section below.
Process Flow Settings:
In this section you set up actions that occur between the statuses you've defined above. The section contains one block for each action. You can set the following fields:
- Status before the action, and the users who can perform the action. In the first block the status before the action is the Initial task status and is not editable. In remaining blocks you select it from the list of status names.
- Branch Criteria, which is optional, and set to All records by default.
- Status after the action has occurred.
- Name of the action.
- Start in the Status Before Taking Action and Who Can Take Action column. The first row shows the name of the Initial Status. If you are using the default statuses, this is Not started.
- Under Initial task status, and Assignee List, you can select who can perform the initial action. Select either Set to anybody, which means any user who is viewing this record detail can do it, or Created by, which is the user who created the record.
- Under Branch Criteria, the second column, define which records in your app will go through this status and start on the process. You can leave the default All records, or use the drop down to select fields and conditions that limit the set of records included in the process flow.
- Click Add directly next to the first field to add an additional field condition.
- Click Add further to the right to add another group of field conditions.
- To delete a condition, click Delete .
- Select whether the records must meet any conditions or all conditions.
- In the third column, Status After Action Taken, select a status from the drop-down list. This will be the next status that the record goes to, after this initial status.
- The Action Name column shows the name of the action. Type a name for the button that users will click to push records to the next status.
- Click Add in this column to add an additional option for the next status. For example, the next status could be either Approved or Denied.
- You've now configured the settings for the first status.
- Now, the second now of settings must be configured for the second status.
- In this Assignee List in the Status Before Taking Action and Who Can Take Action column, you provide a list of users who can be assigned this record. You can add user(s), group(s), or department(s) as users who can be assigned. Then, you must define how these user(s) will take action. Using the drop-down, select one of the following options:
- User chooses one assignee from the list to take action. This means that when users are viewing a record, they can assign the record, to any user in the list.
- All assignees in the list must take action. All users in the list will be assigned the record and must take action.
- One assignee in the list must take action. All users in the list will be assigned the record and just one must take action.
- Or, you can use the Add a user field for selection list. This list contains fields that reference a user, such as Updated by or Created by, that already exist on your app form.
- Repeat the steps above to configure the settings in the rest of the columns for each of the remaining statuses.
- When you are done setting up the process management, click Save.
- Click .
- Then, click .