Easy Step and User Assignment

ProcessMaker’s steps and groups functionalities keep processes easily editable and versatile.  They also allow administrators to manage task assignments effortlessly and dynamically. A step in ProcessMaker is a set of subtasks within a task.  Once you have created all the necessary tasks in a process, you must assign steps to them.  To do this, right-click on a task and choose “Steps”. Now, a window appears where you can find a list of elements available to be assigned on the left side and the order of assignment on the right side. The types of available elements to be assigned as steps are Dynaforms, Input Documents, and Output Documents. Drag the elements from the left side and drop them onto the right side. The order of the steps depends on the order in which you assign them to the task. After the steps are assigned, click on the arrow next to any of the steps to display the time intervals. These time intervals can be used to assign triggers.  It is also possible to edit the steps or add a condition to execute triggers.  Once your steps are in place, it is time to assign users or groups to your task.  Right click on the task and select “Assignment Rules”. In this screen, you can select and assign users and groups to the task. Additionally, it is possible to select one of the six types of assignment methods: Cyclical Assignment, Manual Assignment, Value Based Assignment, Reports to, Self Service and Self Service Value Based Assignment.  While it’s possible to assign individual users to tasks, it is recommended to sort your users into groups and assign those groups to the tasks. This is because when you export a process to a different workspace, the group remains assigned to the task, unlike individual users.  This way, every workspace can have dedicated groups organized by users, supervisors or managers, and you won’t need to reassign users to tasks after importing a process. To create a group, navigate to the “Admin” interface and click on “Users”, followed by “Groups”.  Then click on “New”. Give your Group a name and select the “Active” status. Remember to assign users to your recently created group by selecting the group then clicking on Users and Assign Users. A new window will be displayed where you can assign users to the group by left clicking on the desired users in the available user list and adding them to the assigned user list by clicking on the single arrow button. To assign all available users, click on the double arrow button. Now return to your process map.  Right-click on a task and select “Assignment Rules”.  Then search for the recently created group and click on its green arrow to assign it. For further information about steps and user groups, visit our wiki page at wiki.processmaker.com