Assign a Task to a Group

In this example, we demonstrate how to configure a workflow to assign a task to a group of users. 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 is displayed. Click on the “Add New” button to create a new group.

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• Add Members: After adding the desired members to the group, click on the “Done” button.

• Save Changes: Select the “Save” action from the top menu to save your changes.

Create a New Process

• Initiate the Process: Create a new process named “Group Task” from the folder menu.

• Open Process Designer: Edit the process version to open the process designer.

• Design the Pool: Click on “Pool” to start designing the pool for your process.

Create Tasks

• Create 3 sequential tasks with the following actions;

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• Start Task: Create a “Start Task” as the workflow's starting point, which can be initiated by anyone in 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.

• Assign Members to the Role: In the role definition editor, click the “+” icon to add a new row and select “Sales Team” under the “Assigned To” column.

• Link Role to Task: Assign the “Sales Team” role to the “Sales Approval” task from the task options on the left side of the screen.

• Once assigned, the “Sales Team” role will be displayed under the “Sales Approval” task.

Testing the Process

• Close Process Designer: Select “Close” from the top menu to exit the process designer.

• Committing the work: You may choose to click “Commit Changes” to save your work, though this step is optional.

• 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.

Example File

Process Definition