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The assignment mechanisms are tools that allow defining the possible individuals who can possibly be responsible in charge of a process, according to in accordance with the criteria established by that the chosen mechanism itselfhas set.
The mechanisms can be used You can use the mechanisms to:
- define the process managers: configured within the process itself, it allows defining you to define who will have the power to represent any other person involved in the process, as well as receive follow-up notifications of requests;
- define who can open requests for the process: configured in the initial stage of the process – Start component, it allows defining you to define who can open requests for the process;
- define the individuals responsible for each stage of the process: configured in each stage of the process – Activity component, it allows defining you to define who can be responsible for receiving the request when it arrives at each stage of the stages of the process.
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When there is no assignment mechanism configured in a stage of the process has no assignment mechanism:
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The assignment mechanisms aim to automatically direct process requests, facilitating the allocation attribution of responsibilities.
They seek to expedite the progress of requests by assigning each stage to the respective responsible parties, avoiding bottlenecks, distributing stages among groups of people, and defining clear responsibilities.
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This mechanism allows defining that any person with an active registration on the platform can be responsible for the stage in which it was configured; that is, meaning that any person can receive the request when it is sent to this stage, or any person can open requests for the process if it is the initial stage.
When you move the request is moved from the previous stage to the stage that has this mechanism configured, it is necessary you need to select a person to receive it.
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This mechanism cannot be used in defining You cannot use this mechanism to define the process manager. |
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It offers flexibility for simple or low-impact processes, where the requester knows to whom they should send the request.
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We do not recommend it for critical stages or those with high priority stages, due to the lack of clear responsibility, or for stages that involve confidential data.
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In a Technical Support process for the IT area, it is allowed for anyone who encounters difficulties or has any issues with any tool used in the company to can open a ticket, which can be for errors, permissions, questions, requesting help, etc. In this case, we can define the assignment mechanism for this step – process Start component – as:
→ This means that anyone in the company can open a ticket to request support.
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- in the process steps: that only a specific group of people are responsible for the step in which it was configured, meaning only these people can receive the request when it is sent to this step or only these people can open requests for the process, if it is the initial step.
When selecting you select this mechanism in process management, or in the configurations of a step, it is necessary you need to specify which is the specific group of people.
Next, for the step, it is you also necessary need to define how to execute it should be executed – whether individually or jointly.
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The execution method – individual or joint – is not available for definition in at the initial step of the process, not even to define the process manager, as the request can only be opened by a single person , nor for the definition of the process managercan open the request. |
Individual
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The step must be executed by a A single person , meaning that must execute this step; that is, only one person individual from the specific group should perform this step. In this case, it is you also necessary need to define whether only one person from the group should receive the request when it is moved, or if whether you should send the request should be sent to all people everyone in the group, and the first one to take it will become becoming responsible for executing the step:
- Selection of one person from the group: when you move the request is moved from the previous step to the step that has this mechanism, and this execution method is configured, it is necessary to you must select one person from the group to receive it;
- Sending to all in the group (pool): when you move the request is moved from the previous step to the step that has this mechanism and this execution method is configured, it will be is automatically sent to all people everyone in the group, and the first one to take it will become becomes responsible for executing this step.
Joint
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The step must be executed by multiple people, meaning that Several people must execute the step; that is, more than one person from the specific group should perform the step. In this case, it is you also necessary need to define whether multiple people from the group should receive the request when it is moved or if moves, or whether to send the request should be sent to all people everyone in the group, so that it can be executed by any individuals can execute it until they reach the consensus percentage is reached:
- Selection of multiple people: when you move the request is moved from the previous step to the step that has this mechanism and this execution method is configured, it is necessary you need to select more than one person from the group to receive it;
- Assignment to all in the group: when you move the request is moved from the previous step to the step that has this mechanism and this execution method is configured, it will be is automatically sent to all people everyone in the group, so that any individuals can execute the step can be executed by any individuals until until they reach the consensus percentage is reached.
When defining this execution method for the step, it is you also necessary need to define the consensus percentage for completion:
- Consensus for completion: the consensus percentage that must be reached for they must reach to consider the step to be considered completed; that is, meaning the percentage of people who must take on the step and make the same decision for in order to move the request to be moved to the next one. By default, the consensus is set at 100%.
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Recommended for processes that involve multiple departments, ensuring that any team member can take on requests and avoid bottlenecks.
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In a Supplier Payment process, the last step is executed by the Accounts Payable department of the company, which consists of 5 employees, executes the last step. All of them the employees are capable of taking on this step and making the actual payment, but the request must be taken on by only one person must take on the request. Thus, we can define the assignment mechanism for this step – Activity component – as follows:
→ This means that when you send the request is sent to the Make payment Payment step, all members of the Accounts Payable group will see the request as pending, and it can be taken on by any of the individuals can take it on. As soon as one person takes on the request, they become responsible for making the payment, and the request is interface no longer displayed displays the request as a pending item for the rest of the group. Therefore, the assignment mechanism facilitates the distribution of activities among the group, allowing that so when one person finishes their current activity, they can take on the next pending one, ensuring a constant flow of requests.
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