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trueMECHANISM

→ Specific group

trueSCENARIO

In an electronic equipment purchase process, such as laptops, monitors, mice, keyboards, headphones, among others, only a few people from the Infrastructure area are cleared to request purchases for the company's Purchasing area. That is, the employee who has a need for equipment must first contact the Infrastructure area to notify them of their need. They will analyze whether they already have the requested equipment or whether they will need to purchase it. If they need to purchase it, the people who manage the equipment – purchase, exchange, inventory control, disposal, etc. – in the Infrastructure area can open a purchase request for the equipment needed.

Thus, we can define the assignment mechanism for this step – process component – as:

→ This means that only people who manage the company's electronic equipment can open requests to the Purchasing area. Therefore, the assignment mechanism ensures that only authorized individuals with the needed information to decide whether to request a purchase can open requests, thus avoiding unnecessary purchases, conflicting information, outdated inventory, among other issues.

trueMECHANISM

→ By form field

trueSCENARIO

In an expense approval process, the requester fills in some information, such as the amount, justification, and category of the expense. The approval of this expense varies according to its category (travel, equipment, marketing, hiring, etc.), meaning that depending on the category, you need to send the approval to the manager responsible for it. When the requester selects the category, the system automatically fills in the Responsible Manager field.

Thus, we can define the assignment mechanism for this step – process component – as:

→ This means that when the request goes to the Manager Approval step, the person responsible for it, who will receive the request, is the one entered in the Responsible Manager field of the form, which the system automatically fills in when you select the expense category. Thus, the assignment mechanism ensures that each request is directed straight to the responsible person, facilitating the management and approval of expenses and also avoiding the hassle of having to transfer the request to another person, for example.

trueMECHANISM

→ Specific role

trueSCENARIO

In a Job-Opening Request process, only area managers can open requests when they identify the need due to increased demand, the departure of an employee, or a new strategic position in the team. This request needs to go through some approvals, such as HR, directors, and executive managers.

Thus, we can define the assignment mechanism for this step – Process component – as:

→ This means that only those who hold the role of people management within the company's areas can open a job-opening request. Thus, the assignment mechanism ensures that only authorized individuals who have the necessary information to open a position can submit requests.

trueMECHANISM

→ Specific group

trueSCENARIO
In a Share Buyback process, it is necessary for the members of the company's board need to agree with the strategy presented by that the executive team presents, as well as with the price that will to be paid for each share and with the value proposition that this decision will bring brings to the company. Therefore, one of the steps of the process is the Board Approval.

Thus, we can define the assignment mechanism for this steps step – Process component – as:

→ This means that when the request is sent goes to the Council Approval step, all members of the Advisors group will see the request as pending, and it can be taken on by any of the individuals . It is necessary for can take it on. 90% of the group members need to take on the step and take the same action (approve) for to reach the consensus to be reached and move the request to move forward. Thus, the assignment mechanism ensures that the majority of advisors are aware of and agree with the buyback proposal for it to be applied in order to apply it in the market, avoiding any type of information mismatch or misunderstandings.

trueMECHANISM

→ By form field

trueSCENARIO
In a Budget Approval process, it is necessary you need to provide some data, including the total amount of the budget to be approved. The person responsible for approving this budget varies according to in accordance with the amount, as there are approval limits for the manager, for the executive manager, and for the director. When you enter the amount is entered in the form, the system automatically fills in the Person Responsible for Approval field is automatically filled, and you must send the Approval step must be sent to this person.

In this wayThus, we can define the assignment mechanism for this step – process component – as:

→ This means that when the request is sent goes to the Approval step, the person responsible for it and who will receive receives the request will be is the one indicated in the Person Responsible for Approval field of the form, which was the system automatically filled in when entering you entered the amount of the budget to be approved. Thus, the assignment mechanism ensures that each request is directed goes directly to the responsible person, facilitating the management and approval of budgets, and also preventing managers from receiving requests outside their approval limits and having to transfer them to another responsible party.

The request will be gets stuck at that step. If the process has managers, only they will be are able to take action in place of the specific person.

No. At the moment, it is not possible to you cannot define more than one group as responsible for a step or for the management of a process.

The request will be gets stuck at that step, and no one will be is able to take it over unless the process has managers, as they can take over the request. For this reason, it is very important to always review and update the roles to ensure they represent the current organization of functions within the company.

Yes, it is possibleyou can. However, if the process already has a published version, this change will result results in a new version of the process. And, to apply for the change to be applied to the next open requests, it is necessary you need to publish the process again.

There is no way to guarantee this. However, there are resources and best practices that can help prevent this from happening, such as:

• configuring the step to notify the responsible person: this way, when the request reaches the step, the system notifies the responsible person is notified and , who becomes aware that there a task is a pending task under their responsibility;

• defining at least one manager for the process: this way, if the requester is not available at the moment the request reaches the step (for example, they are absent), the manager can take over or transfer the request to another person;

• always reviewing groups and roles: this ensures that they are always reflecting the current organization of the company, preventing requests from getting lost throughout the process.

Yes, it is possible to you can use it, but it is not recommendedwe do not recommend it. Steps that deal with confidential or critical data should be directed to authorized individuals who have access and can make decisions based on them.

There are two situations that may occur in this scenario:

• When the form belongs to the process in question, at issue; that is, it was created for that process: a message will inform notifies that the assignment mechanism for a certain step does not have the specified form field and it will not be possible to that you cannot publish the process containing this change in the form unless you change the mechanism is altered. This happens because, when editing the process form, the system automatically generates a new version is automatically generated for both the form and the process, and it is necessary you need to publish them for in order to apply the changes to be applied to the next requests that will to be opened.

• When the form already existed and was only related to the process in questionat issue: an inconsistency will occur occurs when the responsible person tries to move the request from the previous step to the step that has the mechanism configured by form field, indicating that it was not possible to find the person responsible for the next step could not be found, and that the request will not be movedmove.