Parallel task assignment

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Applies to version 2019.1; author: Agnieszka Mazur

Introduction

One of the key business process optimization elements is proper task assignment. WEBCON BPS Designer Studio is designed in such a way that even the most complicated tasks are easy to manage and their assignment as well as execution are simple and clear.

As an introduction and/or supplementation of this topic read following article:

 

Parallel tasks

Clicking on transition path button finishes task of the logged-in user or of the person who was substituted. If other users have unfinished tasks on this step then an instruction pointed by the parameter visible on the screen below will be executed for them.

This parameter has three options:

  • Wait for required tasks to be completed
  • Set other tasks as finished
  • Set other tasks as cancelled

By default the system has a preset for “Wait for required tasks to be completed”.

Choosing first option stops the element from moving to the next step if required tasks are not finished. If second or third option is chosen, form is proceeding to the next step and remaining tasks are marked as finished or cancelled (depending on the chosen parameter). Finishing or cancelling the task is important when generating reports of completed tasks.

Section „Number of required completed tasks” allows to set a number of required tasks whose completion will be required to move to the next step. There are three options:

  • All
  • Constant
  • Percent

Case study

Here is a simple invoice workflow to see „live” how the described functionality works.

Workflow begins with filling in data in „Registration” step. After providing the “Description of invoice”, workflow moves to “Acceptation” step. On the transition path “Send to acceptation” a task for a group of approvers is created. Below is its configuration.

When the form field goes to „Acceptation” step we can accept, reject or cancel it.

For each path a different parameter from the “Operation executed on parallel tasks” group was set.

  • On „Accept” path it is required to finish all the tasks:

  • Moving through „Reject” path will mark all remaining tasks as finished:

  • Moving through „Cancel” path marks all remaining tasks as cancelled:

 

Below you can see form view in the described „acceptance” step.

Task was assigned to all users in Approvers group.

After accepting the document by one of them, it stays in the same step, waiting for the second approver to complete the task. The form will display a different icon next to the name of the user who completed the task:

In the second scenario one of the approvers goes through „Reject” path. In the element’s history we will see confirmation of this operation and information about finishing tasks of all the assigned users:

Third scenario about cancelling the form will display data of the user who cancelled the document, and also – automatically – cancelled tasks of all other approvers, that’s why there is only one name displayed:

Task pools

Apart from this example of the acceptance workflow this functionality is often used in so-called task pools. Staying with invoices, their example can be an “accountancy” group which covers described and accepted invoices and it’s the accountant’s task to verify the provided data.

In the described invoice workflow after acceptance, document moves to “Account verification” step. Task is assigned to “Accountancy” group. On the form we will see all users who are in this group. Remember that this sort of group should have no more than 5 users.

Clicking on „Assign to myself” will leave the form in the current step and cancel tasks for other group members. Invoice verification will be a task of the user to whom the task was assigned:

Described functionality is great also in law departments, HR processes or in helpdesks. Information about a new task reaches all the users and because they require only one user to work – further stages of work happen beyond the group which allows to focus on your own tasks.

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