Using process management with other app settings

Article Number:040572

You can enhance your process management by using other app settings.

This page provides an overview of view, notification, and permission settings that can be used to make a workflow such as the one shown below. Illustration: Example of a process management workflow using recommended settings

View settings

If you want to check only your own requests to see if they've been approved, you can create a dedicated view.
To do so, create a view and filter it to show records where the Created by field includes the logged-in user. Screenshot: In the "Filter" dialog on the "View" screen, "Created by" and "Logged-in user" are highlighted For details on how to add conditions for filtering a view, refer to the following page.
Configuring views

You can also have the view of your requests displayed first when you open the app.
To do so, move the view to the top of the app's list of views.
Reordering views in the drop-down list Screenshot: The "My Application List" view is highlighted in the "Name" section of the "Views" tab

Notification settings

When process management is enabled, you'll receive a notification whenever you're the current assignee of a record.
You won't, however, automatically receive a notification when a request you made is approved. If you want to receive such notifications, you need to configure the Per record notifications settings. Screenshot: On the "Per record notifications" screen, the "Notification trigger" section, "Summary" section, and "Created by" in the "Recipient" section are highlighted For details on per record notifications, refer to the following page.
Per record notifications: Setting up notifications sent when a record meets a certain condition

How to notify assignees of tasks

When a request or a task is assigned to you, a notification is sent to you in Kintone.
You can also receive notifications via email. For details, refer to the following page.
Setting email notifications

The number of records assigned to you is displayed on each app in the Assigned to me section of your portal (the main page of Kintone).
This makes it easier to keep track of the tasks assigned to you.
Screenshot: Apps are highlighted in the "Assigned to me" section of a portal

When you click an app under Assigned to me, the records assigned to you in that app are displayed.
Screenshot: An app in the "Assigned to me" section of a portal is highlighted, and an arrow points from it to the opened app screen

Permission settings

You can set permissions to change based on the status of a record.
For example, you can restrict editing and deletion of records with the status "Approved", or make records with the status "Applying" visible only to approvers and record creators.
Configuring permissions for records

Preventing users from being able to change or delete approved records

In the Permissions for records settings, grant only the "View" permission to "Everyone" for records with the status "Approved". Screenshot: The "Target records" section and "Everyone" in the "User, group and department to grant permissions to" section are highlighted on the "Permissions for records" screen

Hiding not-yet-approved records from all users other than approvers and record creators

In the Permissions for records settings, grant all permissions to approvers and record creators for any status except "Approved", and do not grant any permissions to "Everyone".
Screenshot: The "Target records" section and "Created by", "Approver", and "Everyone" in the "User, group and department to grant permissions to" section are highlighted on the "Permissions for records" screen