Index
Speaking of starting requests...
Once the process has been totally modeled and it is released for use, the users that have permission can start the process requests.
During the whole period when a request is active, it will use the activities and flows defined in the version when it was created, even when new versions have been released.
The decision area displays the options of activities and users available for moving the request.
The instruction area presents the instructions defined for the process and current activity. The instructions are pieces of information with the objective of helping in the execution of process and current activity.
For each activity option available, the platform calculates the list of valid users for the activity, according to the Assignment Mechanism defined for it. If the activity is joint, the platform allows you to select several users by using the Ctrl key.
When the assignment mechanism cannot find a user that covers the requisites defined for the activity, it is assigned to the process manager.
It is possible to transfer the activity to another user. So select the "Transfer" option in the "Send to activity" field and select the user who should receive the task. There are situations where the "Transfer" option is not available, this occurs when the activity was configured to inhibit the Transfer option.
In case of transference, the task execution deadline is not modified.
If the activity executor needs to execute some record in the activity (attachment addition, modification in the form data or addition of comments in the request) and they do not intend to move the task to the next activity at this moment, it is possible to record information by using the "Save" button.
Each started request receives a numeric identification that represents its reference in the platform. This numeric identification is common for all processes created in the platform.
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Basic Path
01. Select the Start Request feature in the main menu.
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The shortcut for the Start Requests feature is available in the main menu through the Processes icon. To view the procedure guide of how to Run Activity, click here
02. Select the category of the process and then the process.
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You can find a specific process via the "Search" field located in the upper left corner of the window. You can perform a search by process, by category or by subcategory to which the process belongs.
03. In the Form tab, the fields of the form definition entered in the process configuration are displayed. Fill out the required fields.
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The fields displayed in the form are previously defined through the Form Definition feature, which allows you to standardize the format, availability and fields to be filled out in a certain activity. If the process does not have a form definition associated with it, the Form tab will not be displayed.
04. Click the History tab.
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The History tab presents the record of all movements done in the request, what were the activities run until the moment, the person responsible and the date when each activity was run, as well as the notes made by each user. When a process request is being started, the History tab will not be presented. The history will only be presented after the first movement record for the request in question.
05. If the annotations need to be performed, access the Annotations tab.
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The Annotations tab allows the user to register the hours worked annotations in the activity execution. If the activity does not control the effort by annotations, the Annotations tab will not be displayed. To add a new annotation, you should enter the date and time spent and click the Save button. To delete an annotation, just click the recycle bin icon next to the annotation record.
06. Click the Notes tab.
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The Notes tab allows the user to register comments about the activity execution. These comments will be stored in the request history.
07. Click the Attachments tab.
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The Attachments tab allows the user to attach any document type existing in the platform to the request or upload new files. You can also delete existing attachments or post the attached documents by upload in the platform. The execution of these actions depends on the attachment security definition configured for the process. The Attachments in Request function presents information with details about this activity.
08. Click the Process tab.
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The Process tab allows you to view the flowchart of a process, making it easy to identify the current activity and check the forward and backward flows.
09. In the Decision area, select an option in the Send to activity field.
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The activities that exist in the selection box are the forward or backward activities that are configured for the activity in question.
10. In the Decision area, select an option in the field with the user.
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The chosen user will be the person responsible for the activity chosen in the "Send to activity" field. There are situations when this option will not appear, this occurs when the activity chosen in the "Send to activity" field has some assignment condition that does not need to select the user, such as a POOL assignment mechanism for Group or Role or a joint activity for all users. You can also search for the desired user by entering the name in the Search field.
11. Click Send.
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Clicking the "Send" button, the request will be created and moved to the next activity chosen in the "Send to activity" field. You can also start the process in the "Save" button. However, in this manner, the request remains in the start activity and under the requester user responsibility.