Help for Task Assignment Process Automation

Purpose of this Process

There are cases where the head of a department has a task that is not very simple and requires one or more of the company‘s employees (associates). The task may be or not cooperating. For example, a top manager may ask for the causes of faulty labels on the packaging. So asks (independently) on the same subject one or more of other managers to decide that and finally conclude on the causes. Also, that happens in tasks composed of smaller tasks that may be done simultaneously by different associates.

How Process Owner Starts the Process

On the left top side of the screen, press the “Start Process“ button and select “Assign Task to a Group of Associates.“ In the emerging form, put a “subject“ on the assigned task and write some “comments“ explaining what will be achieved by the user. In the lower part of the form, add one or more of your associates assigned the task. You can be one of them also! After completing, press the button “Post Changes“ in the left top corner of the form. The Process starts. You, the starter, are the “Process Owner.“

What the Process Members do

The very first task (Activity) that the system issue is an Activity for the “Process Owner“ to make some adjustments to the data of the task. So from the menu, select “Activity,“ and from the emerging form, select the Activity that contains the “subject“ you placed on the task. By double-clicking this Activity, a form opens on the right of the screen. This form contains the subject of the task and in the lower part contains the “Job Material.“ Here in “Job Material,“ one or many forms are contained that are related to Activity. The first (and only) form of “Job Material“ has already opened in the center of the screen (in all cases where the “Job Material“ contains only one form, this form will be opened by the system automatically). Adjust whatever you want in the task (add more associates, add more comments, attach files) and then, if you made changes, press “Post Changes.“ Then you can press the “Forward“ button in the right placed “Activity“ form. The Process will proceed further. As is evident, the “Process Owner“ is the first “Process Member.“ A Process Member is every user (Associate) that assigned and closes (finishes)

The Process has now issued one Activity for each Associate that is in the list of assignees. In this case, the “Activities“ menu selection shows the new Activities to the new “Process Members.“ The new Activity is about putting the data or info or documents (attached in the form) that “prove“ that the user has done the job. After that, you must press the button “Forward.“ Every press of the “Forward“ button makes Activity status Closed (finished), and this Activity disappears from the browser (list) of “Activities.“ If a process member wants to add some information to previously forwarded Activity, he must go to the “Closed Activities.“ In “Closed Activities,“ the user can open the form (or forms) and adds more info to them. Every Closed Activity (by the user) remains there until the Process is closed (finished). So the browsers “Activities“ and “Closed Activities“ contain automatic “in“ and “out“ of Activities records.

For each closing of the above Activities, a new Activity is created for the “Process Owner“ to check the validity of the work done. The process owner opens its Activities in the very same manner as previously. First, he puts a check sign if the “quality“ of the work is adequate. Otherwise, he forwards the task “back“ to the process member again until this “loop“ closes until checked as correct.

Closing of Process

The Process Closes (finishes) when all “loops“ for checking work validity are finished by the users successfully.

Process Activities Monitoring

The “Process Owner“ acts as a “client“ to the rest of the “Process Members“ (he is the one that wants the “product“ delivered in time). So, during the Process‘s progress from the menu “Processes“ sees all processes, he is “Process Owner.“ So the question of where are which Activities answer on this browser.