Every workflow in the RPA section has a Kanban view, and each item on it should go from the first to the last stage to complete the workflow. This article explains how to customize stages and create assignments for employees at each of them.
Stages in Kanban
The stages in the workflow work in the same way as the stages in CRM. To complete the workflow, move an item from the first stage to the last.
To configure stages, click the gear (⚙️) in Kanban view and select Stage settings.
By default, there are several stages. Use them or create new ones.
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Initial stage: Starts the workflow. You can rename it but not delete it.
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Additional stages: Used for tasks, such as reviewing documents or approving requests. You can create more stages by clicking + Add stage.
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Final stages: Indicate successful or failed workflow completion. The final successful stage can't be deleted.
Use these action icons to edit or delete stages:
Pencil: Rename the stage.
Fill: Change the stage color.
Circle back: Reset stage settings to default.
Cross: Remove the stage.
Once done, save the changes.
To configure a specific stage rather than the whole Kanban, hover the mouse over it, click on the pencil, and select the desired action.
Assignments
Assignments are tasks employees must complete at specific stages in a workflow, like reviewing information or approving a leave request.
There are four assignment types:
- Approve or decline
- Request information
- Review information
- Move to stage
To create an assignment:
- Click Add assignment under the stage name.
- Select the template, for example, Approve or decline.
- Configure settings in the General and Show fields tabs.
General tab
Assignment: Enter the name and description of the assignment for the responsible person.
Responsible persons: Select who will perform the assignment. It can be a specific employee, several in a certain order, or anyone from the list. Decide how to distribute the assignments:
1. User queue. Add employees in the Responsible persons field. Several options are available:
- Any of listed: Anyone from the selected employees can complete the task.
- Any [number of employees]: Specify how many users are needed to complete the task.
- All in queue: All selected users must complete the task one after another.
- All: All selected users must complete the task without a specific order.
2. Employee supervisors. Responsible users are chosen automatically based on the company structure. The approval follows the chain of supervisors up to the top or to the Final approver.
Extra options:
: Available if you pick Employee supervisors as responsible persons. Select users who will have the final say. If at least one final approver is in the chain, the approval stops after their decision.
: Decide whether the system should consider the absence chart data when assigning a responsible person.
Absence chart
: Specify users who will participate in approval if all users at the current stage are not available.
Buttons: Choose the name and color of the buttons and the stage to move the item to after the responsible employee completes the task.
Show fields tab
Select the fields the responsible employee will see in the item form.
Save the settings. When you add a new item, the system will create a task and assign it to the appropriate employee based on these settings.
In brief
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Use the Kanban view to manage workflows by moving items from the first to the last stage.
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Customize initial, additional, and final stages using action icons.
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Create assignments at each stage and decide whether to assign them manually to user queues or automatically to employee supervisors.
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Configure assignment settings and select visible fields for responsible employees.