Index
Speaking of starting requests...
Once the process has been totally modeled and it is released for use, the users that have permission can start the process requests.
During the whole period when a request is active, it will use the activities and flows defined in the version when it was created, even when new versions have been released.
The decision area displays the options of activities and users available for moving the request.
The instruction area presents the instructions defined for the process and current activity. The instructions are pieces of information with the objective of helping in the execution of process and current activity.
For each activity option available, the platform calculates the list of valid users for the activity, according to the Assignment Mechanism defined for it. If the activity is joint, the platform allows you to select several users by using the Ctrl key.
When the assignment mechanism cannot find a user that covers the requisites defined for the activity, it is assigned to the process manager.
It is possible to transfer the activity to another user. So select the "Transfer" option in the "Send to activity" field and select the user who should receive the task. There are situations where the "Transfer" option is not available, this occurs when the activity was configured to inhibit the Transfer option.
In case of transference, the task execution deadline is not modified.
If the activity executor needs to execute some record in the activity (attachment addition, modification in the form data or addition of comments in the request) and they do not intend to move the task to the next activity at this moment, it is possible to record information by using the "Save" button.
Each started request receives a numeric identification that represents its reference in the platform. This numeric identification is common for all processes created in the platform.
In this window, you can define a process as a favorite and copy its link, directing directly to the opening of the request.
Quick launch
01. From the main menu, click Processes.
02. Click Start requests.
03. In Quick Launch, it is possible to view the last five processes opened, in order to facilitate the process of starting requests.
The quick launch area may be empty when opened for the first time. This is due to the fact that processes are only displayed in this feature after they have been initiated. The last five processes accessed are then shown in this area.
Start requests
01. The Registered processes menu shows all registered processes. The user can also mark processes as favorites and view favorite processes, locate and select processes by categories and subcategories
The user can search for a specific process using the Search processes field, located on the left side of the screen. You can perform a search by process, category or subcategory to which the process belongs.
02. The requested information must be provided after selecting a process that you wish to start.
03. Fill out the form data, if any.
The fields displayed on the form are previously defined through the Form feature, which allows you to standardize the format, availability and fields to be filled out in a certain activity.
04. Click the Details tab if you want to view more information on the process, its diagram and instructions.
A process flow diagram makes it easier to identify the current activity and check potential forward and backward flows.
05. Click the Add-ons tab if you want to add notes to the request.
That tab allows recording comments on activity execution. These comments are stored in the request’s history. However, history information is now displayed on this tab when a process request is started. This information is only shown after the first transaction record for the respective request.
06. In the displayed field, enter the comment and click Add add-on.
07. Click the Attachments tab if you want to attach documents to the request.
This tab allows you to attach any document type existing on the platform to the request, as well as upload new files. You can also delete existing attachments. The execution of these actions depends on the attachment security configured for the process.
To view an unpublished file, download the file and view it on the local computer. Click on the file or select Download
08. Click Load file – to attach a file via upload – or Search ECM – to attach a document that is already posted on the platform.
09. Find the document and confirm.
10. Click Send.
When you click Send, the request will be created and moved to the next activity that was chosen in the Next activity field.
You can also start the process by clicking Save, which is displayed by clicking the arrow located next to Send. However, that way, the entered information is saved and the request remains in the start activity and is under the responsibility of the requester user. In order to move it to the next activity, it is necessary to go to Task Central.
11. Define the required information in the displayed window.
Next activity
Activity to which the request will be forwarded. The activities displayed in the selection box are the forward or backward activities that are configured for the respective activity.
Person in charge
User in charge of performing the activity to which the request will be forwarded. The chosen user will be the person responsible for the activity chosen in the Next activity field. In some situations, this option will not be displayed. That occurs when the activity chosen in the Next activity field has some assignment condition that does not require selection of a user, such as a pool assignment mechanism by group or role or a joint activity for all users.
Password
Password of the authenticated user that is starting the request. This field is only displayed if entering password is defined in the process as required to start a request.
Records
Time taken to start the request (expressed in hours). This field is only displayed if recording hours is defined in the process as required to start a request.
Repository
Repository that stores the digital certificate used for digitally signing the start activity of the request. This field is only displayed when the start activity of the request requires a digital signature.
Certificate
Certificate to be used for digitally signing the start activity of the request.
12. Click Send
After submission, the selected user or manager will receive an email notification detailing the request, including add-ons.
Therefore, the request’s add-ons cannot be sent separately via email.
Email notification receipt settings must be properly configured in order to receive notifications.
What do you wish to do?
Shortly after clicking Send, the user can define what action to take. Available options are described as follows:
- Start new request based on this one: This option allows the user to start a new request by reusing the data from the previous request.
- Start new blank request: This option allows the user to start a new blank request to be filled out by the user.
- Go to the start requests screen: This option redirects the user to the Start requests screen.
- Go to task central: This option redirects the user to the Task Central screen.
When the user clicks the request number or the Access request link, they will be directly redirected to the request.
Copy process link
01. In the listing of categories and subcategories of available processes, search and select the process of your choosing to copy its link, directing to the opening of the request.
You can find a specific process via the Search field located in the upper left corner of the window. You can perform a search by process, category or subcategory to which the process belongs.
02. Click the Link icon for the request, located to the right of the process name.
When you click this icon, the link that directs to the process requests startup window is copied to the transfer area and can be pasted in the location of your choosing.
Define process as favorite
01. In the listing of categories and subcategories of available processes, search and select the process to be defined as favorite.
The purpose of setting a process as a favorite is to make it easier to locate when you start requests later.
02. Click the star icon located to the right of the process name
03. The star icon of the process will turn yellow. View the process in the favorite processes area.
To view all favorite processes, click the Favorites item located on the left side of the screen. This filters all favorite processes in the list.
Remove process from favorites
01. In the favorite processes area, search the process you want to delete from favorites.
To view all favorite processes, click the Favorites item located on the left side of the screen. This filters all favorite processes in the list.
02. Click the star icon located to the right of the process name.
03. The process will be removed from the favorite processes area.
After clicking this icon, the process is no longer shown in the favorites filter.
Attention!
This documentation is valid from Lake (1.7.0) - update. If you use an earlier version, it may contain information different from what you see in your platform.
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