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This documentation refers to the new process editor of the platform. If you are using the current process editor, access Configuring assignment mechanisms. |
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The assignment mechanisms are tools that allow defining the individuals who can possibly be in charge of a process, in accordance with the criteria that the chosen mechanism has set.
You can use the mechanisms to:
When a stage of the process has no assignment mechanism:
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The assignment mechanisms aim to automatically direct process requests, facilitating the 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.
By default, there are five types of assignment mechanisms currently available for use: Any person, Specific group, Specific role, By form field, and Specific person.
The functioning of each of the mechanisms is detailed below.
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, 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 from the previous stage to the stage that has this mechanism configured, you need to select a person to receive it.
You cannot use this mechanism to define the process manager. |
It offers flexibility for simple or low-impact processes, where the requester knows to whom they should send the request.
We do not recommend it for critical or high priority stages, due to the lack of clear responsibility, or for stages that involve confidential data.
In a Technical Support process for the IT area, anyone who encounters difficulties or has any issues with any tool used in the company 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. |
This mechanism allows defining:
When you select this mechanism in process management, or in the configurations of a step, you need to specify the specific group of people.
Next, for the step, you also need to define how to execute it – whether individually or jointly.
The execution method – individual or joint – is not available for definition at the initial step of the process, not even to define the process manager, as only a single person can open the request. |
A single person must execute this step; that is, only one individual from the specific group should perform this step. In this case, you also need to define whether only one person from the group should receive the request when it is moved, or whether you should send the request to everyone in the group, the first one to take it becoming responsible for executing the step:
Several people must execute the step; that is, more than one person from the specific group should perform the step. In this case, you also need to define whether multiple people from the group should receive the request when moves, or whether to send the request to everyone in the group, so that any individuals can execute it until they reach the consensus percentage:
When defining this execution method for the step, you also need to define the consensus percentage for completion:
Recommended for processes that involve multiple departments, ensuring that any team member can take on requests and avoid bottlenecks.
When consensus is required, it may slow down the progress of the process slightly.
In a Supplier Payment process, the Accounts Payable department of the company, which consists of 5 employees, executes the last step. All of the employees are capable of taking on this step and making the actual payment, but 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 to the Make Payment step, all members of the Accounts Payable group see the request as pending, and 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 interface no longer 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, so when one person finishes their current activity, they can take on the next pending one, ensuring a constant flow of requests. |
This mechanism allows defining:
When selecting this mechanism in process management, or in the configurations of a step, you need to specify what the specific role is.
Next, for the step, you also need to define how to execute it – whether individually or jointly.
The execution method – individual or joint – is not available for definition at the initial step of the process, not even to define the process manager, as only a single person can open the request. |
A single person must execute this step; that is, only one individual who holds the specific role should perform this step. In this case, you also need to define whether only one person who holds the role should receive the request when it is moved, or whether you should send the request to everyone in the group, the first one to take it becoming responsible for executing the step:
Multiple people, meaning more than one person who holds the specific role, must execute the step. In this case, you also need to define whether multiple people who hold the role should receive the request when you move it, or whether to send the request to all everyone who hold the role so that any of them can execute it until they reach the consensus percentage:
When defining this execution method for the step, you also need to define the consensus percentage for completion:
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.
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.
Thus, we can define the assignment mechanism for this step – Activity component – as follows:
→ This means that when the request goes to the VPs Approval step, all members of the Vice-presidents group see the request as pending, and any of the individuals can take it on. 80% of the group members must to take on the step and take the same action (approve it) to reach the consensus for the request to proceed. Thus, the assignment mechanism ensures that the majority of vice presidents are aware of and agree with the campaign to launch it to the market, avoiding any type of information mismatch or misunderstandings. |
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, you need to specify the form field from which you obtain this person.
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.
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 selects a name, but the mechanism automatically 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, this copy field should be selected in the assignment mechanism.
This does not occur when you create the form linked to the process in the new form editor. |
When you move the request from the previous step to the step that has this mechanism configured, the system automatically sends it to the person listed in the form field defined in the mechanism.
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, not even to define the process manager. |
By allowing dynamic assignment of responsibility, we recommend it for stages in which responsibility varies according to the information provided throughout the process.
Since it depends on the information contained in a field, you must construct the form well, request the information objectively, and instruct the requester to fill in the correct information so that it is useful in directing the stage.
In an Request to access the system process, the requester needs to 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 is sent to the requester's manager for approval or denial of access. The manager responsible for approval varies depending on the requester. Thus, we can define the access approval assignment mechanism – Activity component – as:
→ This means that, when the request goes to the Manager approval stage, the person responsible for it and who will receive the request is the one 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. |
This mechanism allows you to define that only a specific person be responsible for the stage in which you have configured them; that is, only this person receives the request when you send it to this stage, or only this person can open requests for the process, if it is the initial stage.
When selecting this mechanism in stage configurations, you need to specify who the specific person is.
When you move the request from the previous stage to the stage that has this mechanism configured, it automatically goes to the specific person defined in the mechanism.
If the specific person defined in this mechanism is inactive when the request is moved to the stage, the request is sent to the process manager. |
By directing to a specific person, it is recommended for stages that deal with confidential information, critical or sensitive data, or for approvals that only one person is authorized to make.
If the stage is not critical or sensitive, defining only one responsible person can create bottlenecks and cause the request to be stalled for a long time, it can overload the responsible person with tasks that could be distributed among several people, in addition to the risk of delays in the process if the person is unavailable at any period or day.
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:
→ This means that when the request is sent to the Director Approval stage, 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 efficiency, accountability, and confidentiality of the information in the process. |
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 applied, and what happens when the request is moved to the stage in which it was configured.
Examples with some types of assignment mechanisms are demonstrated. Click on each scenario to see its details.
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Check here some frequently asked questions about the assignment mechanisms.
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This documentation is valid from the Voyager update (2.0). If you are using a previous update, it may contain information different from what you see on your platform. |
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