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¶
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Access Group Management: Select “Edit Groups” from the “System Administration” menu.
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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.
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Save Changes: Select the “Save” action from the top menu to save your changes.
Create a New Process¶
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Initiate the Process: Create a new process named “Group Task” from the folder menu.
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Open Process Designer: Edit the process version to open the process designer.
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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.
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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.
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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.
Info
If the Sales Team doesn’t appear in the “recently used” list, type “sales” to search by name.
- 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.
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Committing the work: You may choose to click “Commit Changes” to save your work, 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.
