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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 step 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 step of the process: configured in each stage step of the process – Activity component, it allows defining you to define who can be responsible for receiving the request when it arrives at each step of the stages of the process.

Nota
title Important!
When there is no assignment mechanism configured in a stage a step of the process has no assignment mechanism: if it is the initial stagestep: any person with an active registration on the platform can open requests for this process; if it is a common stagestep: when moving you move the request to this stage, it is necessary step, you need to select a person to receive it, and it is allowed to you can select any person with an active registration on the platform.

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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 step to the respective responsible parties, avoiding bottlenecks, distributing stages steps among groups of people, and defining clear responsibilities.

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The functioning of each of the mechanisms is detailed below.

Any

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Person

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This mechanism allows defining that any person with an active registration on the platform can be responsible for the stage steps in which it was configured, meaning ; that is, any person can receive the request when it is sent to this stagesteps, or any person can open requests for the process if it is the initial stagestep.

When you move the request is moved from the previous stage step to the stage step that has this mechanism configured, it is necessary you need to select a person to receive it.

Informações
title Note:
This mechanism cannot be used in defining You cannot use this mechanism to define the process manager.

Estado
subtle true colour Green title BENEFITS OF USE

It offers flexibility for simple or low-impact processes, where the requester knows to whom they should send the request.

Estado
subtle true colour Yellow title CAUTIONS FOR USE

It is not recommended
We do not recommend it for critical stages or those with high priority steps, due to the lack of clear responsibility, or for stages steps that involve confidential data.

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Estado subtle true title EXAMPLE OF USE 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: Step Type of mechanism Open ticket Anyone → This means that anyone in the company can open a ticket to request support. Multimedia name mecanismo-qualquer-pessoa.mp4 width 100% page Plataforma ❙ Mecanismos de atribuição autostart true space fluig height 5%

Specific

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Group

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This mechanism allows defining:

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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.

Informações
title Note:
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 manageronly a single person can 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 the step to be considered completed, meaning they must reach to consider the step completed; that is, 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%.

Estado
subtle true colour Green title BENEFITS OF USE

Indicated
Recommended for processes that involve multiple departments, ensuring that any team member can take on requests and avoid bottlenecks.

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Estado subtle true title EXAMPLE OF USE 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: Step Type of mechanism Possible responsible parties for the step Execution method of the step Request submission method Make paymentPayment Specific group Members of the Accounts Payable group Individual activity Submission to all in the group (pool) → 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. Multimedia name mecanismo-grupo-específico.mp4 width 100% page Plataforma ❙ Mecanismos de atribuição autostart true space fluig height 5%

Specific

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Role

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This mechanism allows defining:

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• in the steps of the process: that only individuals who hold a specific role are responsible for the step in which it was configured, meaning only these individuals can receive the request when it is sent to this step, or only these individuals can open requests for the process, if it is the initial step.

When selecting this mechanism in process management, or in the configurations of a step, it is necessary you need to specify what the specific role is.

Next, for the step, it is you also necessary need to define how to execute it should be executed – whether individually or jointly.

Informações
title Note:
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 who holds the specific role should execute perform this step. In this case, it is you also necessary need to define whether only one person who holds the role should receive the request when it is moved, or if whether you should send the request should be sent to all people who hold the role, with to everyone in the group, the first one to take it becoming responsible for executing the step:

• Selection of one person from the role: 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 who holds the role to receive it;
• Sending to all in the role (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 who hold the role, and the first one to take it becomes responsible for executing this step.

Joint

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The step must be executed by multiple Multiple people, meaning that more than one person who holds the specific role should , must execute the step. In this case, it is you also necessary need to define whether multiple people who hold the role should receive the request when you move it is moved or if , or whether to send the request should be sent to all people everyone who hold the role so that it can be executed by any of them can execute it until they reach the consensus percentage is reached:

• Selection of multiple people: when the request is moved from the previous step to the step that has this mechanism and this execution method configured, it is necessary you need to select more than one person who holds the role to receive it;

• Assignment to all in the role: when you move the request is moved from the previous step to the step that has this mechanism and this execution method configured, it will be is automatically sent to all people everyone who hold the role so that the step can be executed by any of them can execute the step 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, meaning the percentage of people who must take on the step and make the same decision for to move the request to be moved to the next one. By default, the consensus is set at 100%.

Estado
subtle true colour Green title BENEFITS OF USE

Indicated for steps that require certain skills or experience to perform the necessary action, making responsibilities clear and leveraging the expertise and skills of each function within the company.

Estado
subtle true colour Yellow title CAUTIONS FOR USE

It is recommended to regularly review and update
We recommend regularly reviewing and updating the roles so that they do not become obsolete, causing requests to be lost or directed to people who no longer hold the defined role.

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Estado subtle true title EXAMPLE OF USE In a marketing campaign launch process, it is necessary for the company's vice presidents need to agree with the content and approach of the campaign for in order to launch it to be launched to the market. Therefore, one of the steps in the process is the Approval of the vice presidents. Thus, we can define the assignment mechanism for this step – Activity component – as follows: Step Type of mechanism Possible responsible parties for the step Execution method of the step Request submission method Consensus VPs Approval VPs Specific group Members of the Vice-presidents group Joint activity Submission to all in the group (pool) 80% → This means that when the request is sent goes to the VPs Approval VPs step, all members of the Vice-presidents 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. 80% of the group members must to take on the step and take the same action (approve it) for to reach the consensus to be reached and for the request to proceed. Thus, the assignment mechanism ensures that the majority of vice presidents are aware of and agree with the campaign for to launch it to be launched to the market, avoiding any type of information mismatch or misunderstandings. Multimedia name vídeo-mecanismo-atribuição.mp4 width 100% page Plataforma ❙ Mecanismos de atribuição space fluig height 5%

By

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Form Field

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This mechanism allows defining that only the person indicated in a field of the request form in a previous step is responsible for the step in which it was configured, meaning that only this person receives the request when it is sent to this step.

When selecting this mechanism in the configurations of a step, it is necessary you need to specify which the form field will be used to from which you obtain this person.

Nota
title Important!
It is possible to You can use some types of fields – open for typing, combo, search – in the configuration of the mechanism. However, some may not make sense for those who will respond to the form, as the mechanism interprets only codes or IDs (user code, role code, group code, etc.), meaning the mechanism needs to receive a code as a response from the form. Painel borderColor #ebecf0 Estado subtle true title EXAMPLE The Manager field is of the type Simple Text (open for typing) and will be is used in the assignment mechanism. For the mechanism to interpret the person that will be informed is entered in the field to direct the request, the response in the field would have has to be the manager's registration code, instead of their name, which makes filling it out quite difficult. Therefore, the simplest way to configure this mechanism is by using a selection field – combo or search – configuring a dataset for it – standard or developed on the platform – and always selecting a code (ID) as Value. This way, the person responding to the form will select selects a name, but the mechanism will automatically consider considers the registration code of that selected name to direct the request. If the form linked to the process was not created in the new form editor and the field is of the type Search, when configuring a dataset for it, a hidden copy of the field is automatically created with the prefix hidden_ in the name and code. Therefore, it is this copy field that should  should be selected in the assignment mechanism. Painel borderColor #ebecf0 Estado subtle true title EXAMPLE The search field that will be used in the assignment mechanism is the direct Direct Manager, with the manager code. When configuring you configure the dataset for the field, the system automatically creates a hidden field with the name and code hidden_manager will be automatically created, and this is the field that you should be selected select when configuring the assignment mechanism. This does not occur when you create the form linked to the process was created in the new form editor.

When you move the request is moved from the previous step to the step that has this mechanism configured, it is automatically sent the system automatically sends it to the person listed in the form field that was defined in the mechanism.

Informações
title Note:
This mechanism cannot be used You cannot use this mechanism in the initial step of the process, as it depends on a definition coming from a step prior to the step in which it is configured, nor for the definition of the not even to define the process manager.

Estado
subtle true colour Green title BENEFITS OF USE

By allowing dynamic assignment of responsibility, we recommend it is recommended for stages where for steps in which responsibility varies according to the information provided throughout the process.

Estado
subtle true colour Yellow title CAUTIONS FOR USE

Since it depends on the information contained in a field, , you must construct the form needs to be well constructed, must request the information objectively, and instruct the requester to fill in the correct information so that it is useful in directing the stagesteps.

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Estado subtle true title EXAMPLE OF USE In an Request to access requestthe system process for a system, the requester needs to inform enter who their manager is and why they need access to the tool they are requesting. Before being forwarded to the IT department, responsible for granting access, the request will be is sent to the requester's manager for approval or denial of access. The manager responsible for approval varies according to depending on the requester. Thus, we can define the access approval assignment mechanism – Activity component – as: Step Type of mechanism Person Responsible for the stagestep Manager approval By form field Person informed entered in the Manager field → This means that, when the request is sent goes to the Manager approval stagestep, the person responsible for it and who will receive the request will be is the one informed entered in the Manager field of the process form. Therefore, the assignment mechanism ensures that each request is directed directly to the responsible person, facilitating the management and approval of access requests. Multimedia name mecanismo-campo-de-formulário.mp4 width 100% page Plataforma ❙ Mecanismos de atribuição autostart true space fluig height 5%

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Specific Person

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This mechanism allows defining you to define that only a specific person is be responsible for the stage step in which it was configured, meaning that you have configured them; that is, only this person receives the request when you send it is sent to this stage step, or only this person can open requests for the process, if it is the initial stagestep.

When selecting this mechanism in the step configurations of a stage, it is necessary , you need to specify who the specific person is.

When you move the request is moved from the previous stage step to the stage step that has this mechanism configured, it is automatically sent goes to the specific person defined in the mechanism.

Informações
title Note:
If the specific person defined in this mechanism is inactive when the request is moved moves to the stagestep, the request is sent goes to the process manager.

Estado
subtle true colour Green title BENEFITS OF USE

By directing to
As it targets a specific person, we recommend it is recommended for stages steps that deal with confidential information, critical or sensitive data, or for approvals that only one person is authorized to make.

Estado
subtle true colour Yellow title CAUTIONS FOR USE

If the stage step is not critical or sensitive, defining only one responsible person can create bottlenecks and cause stall the request to be stalled for a long time, it . It can overload the responsible person with tasks that you could be distributed distribute among several people, in addition to the risk of delays in the process if the person is unavailable at any period or day.

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Estado subtle true title EXAMPLE OF USE In a Contract Approval process, the person responsible for approving and releasing the contract signature is the director of the Contracts area of the company. Only this director can access the necessary information to approve or not approve the signing of contracts. Thus, we can define the assignment mechanism for contract approval – Activity component – as: Step Type of mechanism Person Responsible for the StageStep Director Approval Director Approval Maria da Cunha → This means that when you send the request is sent to the Director Approval stagestep, the person responsible for it, who will receive the request, is Maria da Cunha; only she can decide on this approval. Thus, the assignment mechanism ensures that the responsibility for approving the contract is clearly defined and that only the configured person can execute this stage, ensuring the efficiency, accountability, and confidentiality of the information in the process. Multimedia name mecanismo-pessoa-específica.mp4 width 100% page Plataforma ❙ Mecanismos de atribuição autostart true space fluig height 5%

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Examples

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We have gathered several scenarios here in which different assignment mechanisms can be applied. The examples include the mechanism, the scenario where it will be is applied, and what happens when the request is moved moves to the stage step in which it was configured.

Examples We demonstrate examples with some types of assignment mechanisms are demonstrated. Click on each scenario to see its details.

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Painel borderColor #ebecf0 Toggle Cloak id @1 Only people who are part of a group can request the purchase of equipment. Cloak id @1 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 authorized 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 if it will be necessary whether they will need to purchase it. If it is necessary 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 necessary equipment needed. Thus, we can define the assignment mechanism for this step – process component – as: Step Type of mechanism Possible responsible parties for the step Request purchase of equipment Specific role Members of the Equipment Management group → 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 necessary needed information to decide whether to request a purchase should be requested can open requests, thus avoiding unnecessary purchases, conflicting information, outdated inventory, among other issues. Painel borderColor #ebecf0 Toggle Cloak id @2 Expense approval must be done by the responsible party according to The responsible party must approve the expense in accordance with its category. Cloak id @2 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 needs to be sent to the manager responsible for it. When the requester selects the category, the system automatically fills in the Responsible Manager field is automatically filled. Thus, we can define the assignment mechanism for this step – process component – as: Step Type of mechanism Possible responsible parties for the step Manager approval By form field Person informed in the Responsible Manager field → This means that when the request is sent goes to the Manager Approval stagestep, the person responsible for it, who will receive the request, will be is the one informed entered in the Responsible Manager field of the form, which was the system automatically filled fills in when selecting 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. Painel borderColor #ebecf0 Toggle Cloak id @3 Only people who are part of management can request the opening of positions for HR Cloak id @3 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 stage step – Process component – as: Step Type of mechanism Possible responsible parties for the step Request job opening Specific role People who hold the Manager role → 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. Painel borderColor #ebecf0 Toggle Cloak id @4 The share buyback needs to be approved by 90% of the company's board members. Cloak id @4 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 stages steps of the process is the Board Approval. Thus, we can define the assignment mechanism for this stage step – Process component – as: Step Type of mechanism Possible responsible parties for the step Execution method of the step Request submission method Consensus Council Approval Specific group Members of the group Advisors Joint activity Submission to all group members (pool) 90% → This means that when the request is sent goes to the Council Approval stagestep, 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 stage 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. Painel borderColor #ebecf0 Toggle Cloak id @5 The person responsible for approving a budget varies according to depending on the amount. Cloak id @5 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 stage must be sent step to this person. In this wayThus, we can define the assignment mechanism for this stage step – process component – as: Step Type of mechanism Possible responsible parties for the step Approval By form field Person indicated in the Person Responsible for Approval field → This means that when the request is sent goes to the Approval stagestep, 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.

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Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-1 What happens if the specific person configured in the mechanism is not available? Cloak id @saiba-mais-1 The request will be gets stuck at that stagestep. If the process has managers, only they will be are able to take action in place of the specific person. Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-2 Can I assign a stage step of the process to more than one group simultaneously? Cloak id @saiba-mais-2 No. At the moment, it is not possible to you cannot define more than one group as responsible for a stage step or for the management of a process. Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-3 What happens if the stage step is assigned to a role and no one is currently fulfilling that role? Cloak id @saiba-mais-3 The request will be gets stuck at that stagestep, 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. Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-4 Is it possible to Can I change the assignment mechanism after creating and configuring the activity/ stage has been created and configured step? Cloak id @saiba-mais-4 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. Important! Requests that were already open and in progress before the change will remain with keep the settings of the old version. Only new requests that are opened after the publication of the new version of the process will have get the changes. Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-5 How can I ensure that the request does not get stuck for too long at a stage step without being taken over? Cloak id @saiba-mais-5 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 stage step to notify the responsible person: this way, when the request reaches the stagestep, 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 stage 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. Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-6 It is possible to Can I use the Any Person mechanism Any person in steps that involve confidential data? Cloak id @saiba-mais-6 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. Painel borderColor #ebecf0 Toggle Cloak id @saiba-mais-7 What happens if the field used for assignment is removed from the form? Cloak id @saiba-mais-7 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.

Informações
title Attention!
This documentation is valid from the Voyager update (2.0) update onwards. If you are using a previous update, it may contain information different from what you see on your platform.

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