Configuring Process Management

What is Process Management?

Use Process Management within an application to set up a work flow or process for multiple users, such as a document review cycle or an expense review and approval process. A simple example of this type of process is when one person assigns a task to another person, the Assignee, and that person performs the task and marks it Complete.

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. 

Required Settings for Process Management

In Process Management, a process is set by combining three settings: Status, Action, and Assignee.

Status: This indicates the current status of the record. If you set the status, the current status of each record is displayed.

Action: An action refers to the operation of changing the status of a record. Actions are set for each status. When an action is set, a button used to perform that action is displayed on the record. When the user clicks the button, the status of the record changes. Multiple actions can be set for a status. For each action, you may set its Branch Criteria and Status After Action Taken.

Assignee: Assignee refers to the user who is allowed to take actions. One or more Assignees are set for each status. The button that is used to perform an action is displayed only on the screen of the assignee. On the screen of users who are not assignees, the current assignees are displayed.

Multiple assignees can be set for a status. To set multiple assignees, select one of the following conditions for changing the record status:

  • The status changes if all the assignees take the action.
  • The status changes if any of the assignees takes the action.
  • The status changes if the user who was assigned by the assignee of the previous status takes the action.

Configuring Process Management                                          

Configuring Status Settings

  1. 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 .
  2. The first status is the Initial Status that records will begin in.
  3. These status names are reflected in the drop-down lists in the Process Flow Settings section below.

Process Flow Settings

This section sets up actions that occur between the statuses you've defined above. This 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.
  1. 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 set to Not started.
  2. 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. 
  3. 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 Screen_Shot_2017-07-26_at_2.06.18_PM.png.
    • Select whether the records must meet any conditions or all conditions.
  4. 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.
  5. 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.
  6. You've now configured the settings for the first status.
  7. Now, the second now of settings must be configured for the second status. 
  8. 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.
  9. Repeat the steps above to configure the settings in the rest of the columns for each of the remaining statuses.

Please note:

  • When the user to whom a supervisor was assigned takes an action, the next assignee for the action is automatically assigned to the supervisor.
  • Branch Criteria cannot be specified with the value of the Related Records field, and cannot be specified in the following fields:
    • Text Area
    • Rich text
    • Label
    • Attachment
    • Related Records
  • Records that are created before enabling the Process Management feature have the following limitations:
    • The status of the records is set to the first status in a process.
    • Assignees cannot be set. When the status of the records is changed, the assignee setting takes effect. 

Enabling Process Management

Once you've finished setting up your workflow, you need to enable Process Management. 

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png and navigate to the App Settings tab.
  2. Under General Settings, select Process Management.
  3. Check the box Enable Process Management to use process management and display process buttons in the record detail view of your app.

Saving

  1. When you are done setting up the process management, click Save.
  2. Click Screen_Shot_2017-07-26_at_2.25.14_PM.png.
  3. Then, click Screen_Shot_2017-07-26_at_2.25.23_PM.png.

Assigning Your Supervisor as an Assignee

If you assign a supervisor as an assignee, when the user takes an action, the next assignee for the action is automatically assigned to the supervisor. Use custom fields of user information to assign the supervisor.

  1. Add Custom Fields to User Profiles
  2. Specify the Supervisor for Each User
    • For each user, specify the supervisor you want that was added in step 1. Alternatively, you can use a CSV file to set multiple supervisors at once. See Importing User Administration Data for more details.
  3. Settings in Process Management
    • Once you're finished, you are then able to set a supervisor as an assignee within process management. From the Assignee List, click Screen_Shot_2018-06-05_at_3.27.20_PM.png and select the Others tab. Select Supervisor on the left, select Supervisor on the right, and click Screen_Shot_2018-06-05_at_3.28.36_PM.png.

Notes on Changing Process Management Settings

When you change Process Management settings, please be cautious of the following:

When disabling Process Management:

  • Even if you disable the Process Management feature, the Status of the existing records and the change history information of the status are still retained. However, the Filter and the permission settings for the records where assignees were used to set conditions are deleted.
  • When you enable the Process Management feature again, the status of each record restores to the most recent status from before Process Management was disabled.

When Changing Assignee Settings:

  • The status of a record with a set assignee can only be changed by that assignee.

When changing the method of specifying assignees for a status (to either "User chooses one assignee from the list to take action", "All assignees in the list must take action", or "One assignee in the list must take action"):

  • If there is a record in the concerned status with assignees specified, the assignee setting cannot be changed. To change the setting, take one of the following actions:
    • Delete the record in the current status that has assignees specified.
    • Change the status of the record in the current status that has assignees specified to a different status.

When deleting statuses:

  • Only a status with no records can be deleted.

When changing a status name:

  • You cannot use a status name that was used in the past as one of the deleted statuses.

When disabling Kintone for a user specified as an assignee:

  • For the record whose user is specified as the assignee, its status can no longer be changed.
  • If the app administrator changes the assignee to the user who is currently using Kintone, this allows the status to be changed.

When changing the action settings:

  • Even if the action setting for changing the status is changed, the status of the existing records do not change.

When deleting an action, be aware that an action cannot be deleted if:

  • There is a record whose status can be used to perform the concerned action, and these records have no more available actions after deleting the affected action.

Related Topics
Using Process Management

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