Processes

In WEBCON BPS processes are divided into stages named as workflow steps. Each stage has tasks – collection of actions which need to be performed for the form to easily move to the next step. Assigning tasks makes sense if the user can fill the necessary data and send form to the next step in a short time. However there are situations where tasks are assigned and instead of improving the work, they unnecessarily complicate it. A good example are processes whose specification requires for a form field to remain in a single step for a long time. One of the most popular is a stocktaking process of the provided assets. Based on it, a difference between assigning task and providing privileges to modify will be explained.

Each WEBCON BPS workflow is a sequence of steps. On the intermediate steps there are usually tasks that must be completed by a user (or a group of users) before the instance may progress to the next step. The tasks can be assigned in different ways: based on the logic of the business application (predefined task assignment), by indicating the specific user or group of users, based on a business rule, dynamic, depending on the value of one of the form fields, by using the “Create a task” action and by using the “Add privileges” action (in some cases it is better to grant permissions to edition instead of assigning tasks). In this article we will focus on assigning tasks based on a business rule.

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. 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.

Sometimes it’s needed to check at which stage of the process our subordinates are in currently. In this case, it is convenient to use the existing business entity structure. It allows us to extend the supervisor’s control over the tasks of their subordinates. For this functionality to be available you must define the source of the data structure of the company. In case it’s missing, an Active Directory domain will work instead. Using the business entity structure provides the superior with an overview, control, and the option to take over the tasks of his subordinates. This solution allows the work in the process to become more efficient.