How Do I Assign Users Or Teams To A Business Process?

Every Form in your repository has a Workflow that has been carefully designed; every drop-down, checkbox, and field is mapped out. This means that A leads to B, C leads to D, and so on.

Some Workflows are relatively simple. For example:

• You submit a Request for Vacation Form for approval.
• It goes to your manager, who signs off on it.
• You enjoy your trip to Europe.

Some Forms are a bit more complicated. For example:

• You return from a work related event.
• You submit a Travel Expense Form for approval.
• You must choose your specific manager's role or department from a drop down list.
• Your manager signs off on it.
• Your expenses are reimbursed.

Seems pretty straightforward so far, doesn't it?

But what happens if your manager goes on vacation, moves departments, or is no longer with the municipality or organization?

Where does that Request for Vacation or Travel Expense Form end up?

If the Workflow has been set up to route to an individual manager, instead a Team, your Form may not be addressed until they either return from leave or the role is filled.

Users vs. Teams

Every submitted Form is routed to either a User, such as your manager, a single Team, such as Administration or Finance, or a Team based on variables, meaning multiple Teams would receive the Form submission.

Some repositories choose to use a manager's name, which can avoid confusion when submitting. Others use Teams, which allows multiple users to be grouped together, such as the Finance Team.

Assigning Users or Teams to Your Workflow

Navigate to the App Picker > Process Automation > Overview > Business Processes

 Select the Business Process you wish to view. In this example, we are viewing a FOIP Request.

When this request is submitted, a sequence number is generated, the form is saved to a folder, and a URL is created. Once this occurs, the form is sent for review, where it is either Approved or Rejected. 

Each Activity has an icon that helps identify it.

The Activity that has a person icon represents a User task. These activities involve actions that require human interaction or decision-making within the automated workflow, in this case, a Review is required.

When we click on the User task called Review Request, we can now see who it has been Assigned to.

There are three choices.

1. Team - In this case, a single team has been assigned this review request. Click on Team Options to view the Users assigned to this team.
2. Team based on variables - This option would let you assign multiple teams or managers based on their roles or skills. 
3. Users - Choosing this option lets you assign the user task to a single person, such as a manager or supervisor, making assignment easily recognizable.