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RPA: stages and assignments

Every process has a kanban. Each item within a kanban should be led from the first stage to the last one, which means the completion of the workflow.


Stages in Kanban

The stages in the workflow kanban are the same as the stages in CRM. You need to move an item from the first stage to the last one as from the beginning to the end.

Stages can be customized. You can add new stages, edit and delete them.

To configure stages, click on the gear icon in Kanban and select Stage settings.

If you want to configure one stage rather than the whole Kanban, hover the mouse over it and click on the pencil. Then select the desired action.

In the slider, you can edit stages, add or delete them. To change the name, hover your mouse over the stage and then click on the pencil when it appears. If you want to change the color, return the original stage name or delete it, click on the desired icon.

The first stage cannot be deleted, because the workflow starts on it. The final successful stage also cannot be deleted.

Save the changes.


Assignments

Assignments – are actions that an employee must perform at a certain point in the workflow, for example, to review information or approve a leave.

There are four types of tasks:

  • Approve or decline.
  • Request information.
  • Reviw information.
  • Move to stage.

To add a task, click on the Add assignment button in Kanban.

You can't add an assignment to the first stage.

Select the template.

In the slider, you will see two tabs: General and Show fields. In the first tab, in the Assignment section, specify the name and description of the action to be performed by the responsible person.

In the Responsible persons section, select who will perform the assignment. It can be a particular employee, several in a certain order, or anyone from the list. There are several predefined options:

  • User queue. Add the employees who are to perform the assignment to the list. Several options are available: any of listed, any, all in queue, all.

  • Employee supervisors. In this case, you do not need to select specific performers. They will be determined automatically.

If you enable the Employee supervisors option, you can select Final approver, Backup users or Skip absent users. To learn how the option works, click the question mark.

In the Buttons section, select the name and the color of the buttons, as well as the stage to which the item will be moved after the responsible employee completes the assignment.

In the Show fields tab, select the fields that the responsible employee will see in the item form.


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