This documentation refers to the new process editor of the platform. If you are using the current process editor, access Configuring assignment mechanisms. |
The assignment mechanisms are tools that allow defining the possible individuals who can be responsible in a process, according to the criteria established by the chosen mechanism itself.
The mechanisms can be used to:
When there is no assignment mechanism configured in a stage of the process:
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The assignment mechanisms aim to automatically direct process requests, facilitating the allocation 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, 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 the request is moved from the previous stage to the stage that has this mechanism configured, it is necessary to select a person to receive it.
This mechanism cannot be used in defining the process manager. |
It offers flexibility for simple or low-impact processes, where the requester knows to whom they should send the request.
It is not recommended for critical stages or those with high priority due to the lack of clear responsibility, or for stages that involve confidential data.
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 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 selecting this mechanism in process management or in the configurations of a step, it is necessary to specify which is the specific group of people.
Next, for the step, it is also necessary to define how it should be executed – whether individually or jointly.
The execution method – individual or joint – is not available for definition in the initial step of the process, as the request can only be opened by a single person, nor for the definition of the process manager. |
The step must be executed by a single person, meaning that only one person from the specific group should perform this step. In this case, it is also necessary to define whether only one person from the group should receive the request when it is moved or if the request should be sent to all people in the group, and the first one to take it will become responsible for executing the step:
The step must be executed by multiple people, meaning that more than one person from the specific group should perform the step. In this case, it is also necessary to define whether multiple people from the group should receive the request when it is moved or if the request should be sent to all people in the group so that it can be executed by any individuals until the consensus percentage is reached:
When defining this execution method for the step, it is also necessary to define the consensus percentage for completion:
Indicated 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 last step is executed by the Accounts Payable department of the company, which consists of 5 employees. All of them are capable of taking on this step and making the actual payment, but the request must be taken on by only one person. Thus, we can define the assignment mechanism for this step – Activity component – as follows:
→ This means that when the request is sent to the Make 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. As soon as one person takes on the request, they become responsible for making the payment, and the request is no longer displayed as a pending item for the rest of the group. Therefore, the assignment mechanism facilitates the distribution of activities among the group, allowing that 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, it is necessary to specify what the specific role is.
Next, for the step, it is also necessary to define how it should be executed – whether individually or jointly.
The execution method – individual or joint – is not available for definition in the initial step of the process, as the request can only be opened by a single person, nor for the definition of the process manager. |
The step must be executed by a single person, meaning that only one person who holds the specific role should execute this step. In this case, it is also necessary to define whether only one person who holds the role should receive the request when it is moved or if the request should be sent to all people who hold the role, with the first one to take it becoming responsible for executing the step:
The step must be executed by multiple people, meaning that more than one person who holds the specific role should execute the step. In this case, it is also necessary to define whether multiple people who hold the role should receive the request when it is moved or if the request should be sent to all people who hold the role so that it can be executed by any of them until the consensus percentage is reached:
When defining this execution method for the step, it is also necessary 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.
It is recommended to regularly review and update 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 is sent to the 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 80% of the group members to take on the step and take the same action (approve) for the consensus to be reached and the request to proceed. Thus, the assignment mechanism ensures that the majority of vice presidents are aware of and agree with the campaign for it to be launched 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, it is necessary to specify which form field will be used to obtain this person.
It is possible to 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 will select a name, but the mechanism will automatically consider 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 be selected in the assignment mechanism.
This does not occur when the form linked to the process was created in the new form editor. |
When the request is moved from the previous step to the step that has this mechanism configured, it is automatically sent to the person listed in the form field that was defined in the mechanism.
This mechanism cannot be used 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 process manager. |
By allowing dynamic assignment of responsibility, it is recommended for stages where responsibility varies according to the information provided throughout the process.
Since it depends on the information contained in a field, 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 stage.
In an access request process for a system, the requester needs to inform 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 sent to the requester's manager for approval or denial of access. The manager responsible for approval varies according to the requester. Thus, we can define the access approval assignment mechanism – Activity component – as:
→ This means that when the request is sent to the Manager approval stage, the person responsible for it and who will receive the request will be the one informed 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 defining that only a specific person is responsible for the stage in which it was configured, meaning that only this person receives the request when it is sent to this stage or only this person can open requests for the process, if it is the initial stage.
When selecting this mechanism in the configurations of a stage, it is necessary to specify who the specific person is.
When the request is moved from the previous stage to the stage that has this mechanism configured, it is automatically sent 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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Confira aqui algumas dúvidas frequentes sobre os mecanismos de atribuição.
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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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