In this example, we demonstrate how to configure a workflow to assign a task to a group of users and when task is completed by any group member, process continues to next task in workflow.
Steps
Create Group To Assign Task
. Once any member of the group completes the task, the process will automatically continue to the next step in the workflow.
Step-by-Step Guide
Create a Group for Task Assignment
Access Group Management: Select “Edit Groups” from the “System Administration” menu.
Create a New Group: By default, the “Administrators” group
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is displayed. Click on the “Add New” button to create a new group.
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Add Members: After adding the desired members
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to the group, click on the “Done” button.
Save Changes: Select the “Save” action from the top menu to save your changes.
Create a
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New Process
Initiate the Process: Create a new process
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named “Group Task” from the folder menu.
Open Process Designer: Edit the process version to open the process designer.
Design the Pool: Click
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on “Pool” to
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start designing the pool for your process.
Create
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Tasks
Create 3 sequential tasks with the following actions;
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Start Task: Create a “Start Task”
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as the workflow's starting point, which can be
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initiated by anyone in
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Create Role
Create a role with “Sales Team” name to define who is filling the this role in process.
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the organisation.
Sales Approval Task: Create a task named “Sales Approval” and assign it to the Sales Team group. When any member of the Sales Team completes this task, the workflow will continue.
Completion Task: Add a “Completion” task that follows the Sales Approval.
Create a Role
Define the Role: Create a role named “Sales Team” to specify who will fulfill this role in the process.
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Assign Members to the Role: In the role definition editor, click the “+” icon to add a new row and select “Sales Team”
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under the “Assigned To” column.
| Info |
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If “Sales Team” is not listed in recently used list, please the Sales Team doesn’t appear in the “recently used” list, type “sales” to search by name. |
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Link Role to Task: Assign the “Sales Team” role
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to the “Sales Approval”
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task from the task options
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on the left side of the screen.
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Once assigned, the “Sales Team” role will be displayed under the “Sales Approval” task.
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Testing the Process
Close Process Designer: Select “Close” from the top menu to
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exit the process designer
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.
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Committing the work: You may choose to click “Commit Changes” to save your work
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, though this step is optional.
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Verify in Process Folder: Return to the process folder by clicking the “Close” button. The “Start Task” will now be displayed in the folder options, indicating the process is ready for execution.
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