About Status, Action, and Assignee

In Process Management, a process is set by combining the followings:

  • Status
  • Action
  • Assignee

For the example involving the process of "creating a record with request details and obtaining the supervisor approval", the status, action, and assignee are represented as shown in the figure below. Image By understanding the workflow and designing the Process Management beforehand, you can configure the process smoothly.
For details on designing the Process Management, see the "Designing Process Management" page.

Status

This indicates the process status of records.
If you set the status, the current status of each record is displayed. Image

Action

Action refers to an operation of changing the status of a record. Actions are set for each status.
When an action is set, a button used to perform that action is displayed on the record details screen.
When the user clicks the button, the status of the record changes.
Image Multiple actions can be set for a status.
For each action, set the "Status After Action Taken".
You can also use field values to set the conditions for each action to be performed.
For example, in the "Expenditure" field, if you set two actions whereby 1) an action is to be taken only when the field value is $10,000 or over, and 2) an action is to be taken when the field value is less than $10,000, the action available to the user will vary depending on the amount of expenditure.
Image * The specific configuration steps are described in "Request with Conditional Branching" in "Example Settings of Request Workflows".

You must specify actions for the initial status and the middle statuses.
You do not need to specify any action for the last status.

Assignee

Assignee refers to the user who is allowed to take actions. You can set an assignee for each status.
If an assignee has been specified, the button that is used to perform an action is displayed only on the record details screen for that assignee. On the screen of users who are not assignees, the current assignees are displayed.
If an assignee has not been specified, the button that is used to perform an action is displayed on the record details screen for all users. Image

Multiple assignees can be set for a status.
To set multiple assignees, select one of the following conditions for changing the record status:

  • The status changes if the user who was assigned by the assignee of the previous status takes the action.
  • The status changes if all the assignees take the action.
  • The status changes if any of the assignees takes the action.

You can specify assignees for the initial status and the middle statuses.
You do not need to specify any assignee for the last status.

Change Current Assignees

Change Assignee

For the following users, Change Assignee is displayed at the top of the screen, to allow these users to change the current assignee.

  • Users & System Administrator
  • A user who has management permission for the app that has process management enabled.