Basic Usage of Process Management

This page describes the way to set the Process Management in your app.
Set the Process Management based on the example workflow, statuses, and list of processes described below.

Workflow:

Statuses and list of processes

Status
Before request, Requesting, Approved

Process list

Status	Assignee	Conditions	Action	Next Status:
Before request	Created by		Make request	Requesting
Requesting	Approver		Approve	Approved

Setting a Basic Process Management

This section describes the way to set the above Process Management, using an example of a purchase request app.

Click the app setting button on the upper right of the record view, select "App Settings" tab > "General Settings", and then select Process Management.

Note

You can also click the down arrow to the right of the app setting button, and select "General Settings" > Process Management to open the same screen.
Opening App Settings Page
In "1. Enable this Feature", select the "Enable process management" check box.
Note
Records that are created before enabling the Process Management feature have the following limitations:
- The status of the records is changed to the first status in a process.
- Assignees cannot be set. When the status of the records is changed, the assignee setting takes effect.
In "2. Status Settings", set the required statuses.
The preset statuses are "Not started", "In progress", and "Completed".
You can change status texts. You can also add or delete statuses.
In this example change the statuses to "Before request", "Requesting", and "Approved".

Based on the process list, in "3. Process Flow Settings", set the "Status before taking action", Assignee, "Conditions to take this action", "Action name (Button name)", and "Status After Action Taken" in combination.

Status Before Taking Action	Assignee	Conditions to Take This Action	Action Name (Button Name)	Status After Action Taken Status
Before request	Created by		Make request	Requesting
Requesting	Approver		Approve	Approved

For example, when setting an approver as an Assignee using the "Add a field for selection" function, add an "User selection" field in the form, and specify "Approver" as the field name.
For details on branch criteria settings, see the "Setting Process Management Using Branch Criteria" section in this page.

For details on assignee settings, see the "Setting Assignees" section in this page.

Click Save on the upper left side of the screen.
Click Update App on the upper right side of the screen, and click OK. Now the Process Management is set. If you add a record and save it, the initial status and the button (action) to move to the next status are displayed.

Setting Process Management Using Branch Criteria

You can set branch criteria using field values.

For example, you can create a workflow using the branch criteria shown below.
Change the action depending on the condition

Shown below are statuses and list of processes.

Status
Before request, Requesting, Approved

Process list

Status Before Taking Action	Assignee	Conditions to Take This Action	Action Name (Button Name)	Status After Taking Action
Before request	Created by	Price exceeds or equals to one hundred thousand yen	Make request	Requesting
Before request	Created by	Price falls below one hundred thousand yen	Make request	Approved
Requesting	Approver		Approve	Approved

Shown below is the completed Process Management setting. Branch Criteria settings screen

Setting Assignees

You can set assignee for each status.
There are several patterns for setting assignees.

You must specify different assignees for the initial status and for other statuses.

For the initial status, you can either select the "Set to anybody" option or the "Created by" option for the Assignee.
For other statuses, you can select the "User, Group, or Department" option or the "Fields" option for the Assignee.

You can specify multiple users or departments for the Assignee. When there are multiple assignees for one status, select one of them as the Assignee.

User selects one assignee from the list to take action: When taking an action in the previous status, select one assignee from the list.
All assignees in the list must take action: All the users specified become assignees. It requires that all of them take the action to proceed.

Note

When you specify the "All assignees in the list must take action" option, you can choose whether only one assignee or all assignees must take this action to proceed.
When you specify branch criteria and set multiple actions to be taken by all assignees, the action taken by the last assignee takes precedence.
One assignee in the list must take action: All the users specified become assignees. It requires that one of them takes the action to proceed.

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.
Automatically assign your supervisor as Assignee

Q&A

Can I undo the status of the Process Management?
No, you cannot.
In the Process Management setting, configure an action to go back to previous status.
Then, ask current assignee to revert the operation, or let App administrator take back the operation after changing "Current Assignees".
Setting up process management
Can I change all the status of multiple records at a time?
No.
You need to open each record and change its status one by one.
However, if you choose to enter record status with drop-down fields, instead of Process Management, you can use CSV export/import feature to change all statuses at once.
Exporting Data to a File
Create/Update Records in Bulk: Importing a File
When multiple assignees are specified in the Process Management, in what form the Current Assignees is displayed in the record details screen?
If multiple assignees are specified in the App with Process Management enabled, "Current Assignees: (User Name) and X more" is displayed at the top of record details screen.

e.g. Current Assignees: John Jones and 4 more

An assignee who has the smallest User ID among all assignees is displayed with full name (John Jones in above example). The "Display Order" has no effect.
If you click "and X more", a list of users appears in ascending order based on User ID.
You can check user ID in edit user details screen in Kintone Users & System Administration, on access URL (editUser?id=).
Even if I add members to a department/group, they are not displayed for existing record that has the department/group as an assignee in the Process Management.
Even if you add members to a department or a group, it will not be reflected to "Current Assignees" of existing records.
For "Current Assignees", the department/group/user setting at the time when an action was performed is applied.
* The setting will be applied to the records with actions performed and the newly created records, after members are added to the department/group.

If you are an App administrator, you can add assignees in "Change Assignee" at the top of record details screen.

Procedure:
1. A user with management permission for the App opens a record whose assignee needs to be changed.
2. Click Change Assignee at the top of record details screen.
3. Add users and click Assign.

* You cannot update multiple assignees at one time.