Actions represent the tasks in a process, things to do. They include user tasks, operations in a file, or any other actions that represent work for someone to perform as part of a process.
SAP Signavio Process Governance provides many action types. Some of them are executed automatically by the system, some of them need to be assigned and performed by users. These actions are split into 3 separate sections:
- Main actions. This category includes all actions which are commonly used in practice in many practical workflows. They can be considered as 'required' for execution in order to achieve the goal of the workflow.
- Services & other actions. This category groups actions to be used for automated additional support to the main actions, like filling a document template by the system or auto-creating a PDF document with information from the process.
- Events and Gateways. This category provides all objects required to control the flow and states in the process in order to make sure the right actions get executed.
In our Hiring a new Employee example, an action would be:
- Evaluate CV
- Plan Interview
- Interview Candidate
- Decide on the Candidate
SAP Signavio Workflow Accelerator provides two different types of tasks to be assigned to users. These types are User Tasks and Multi User Tasks.
1. User Tasks
User Tasks are the most used and common action type in human-centric workflows. They are basically tasks to be assigned and executed by a certain user or group of users. Usually, those users need to provide information in predefined forms required in the process.
Use cases from practice:
- A user need to provide information on a business case (risks, controls, requests, applications, etc.)
- A user needs to confirm a certain document has been read (by just clicking a 'done' button).
- A user needs to approve or reject something
- In this section, the actual user or user group can be added. In a workflow, all users assigned to a task are considered task candidates. A user can also be assigned to a role, which can be reused in other user tasks.
- This section allows you to create the actual form that needs to be shown in the runtime environment. The form itself is based on the same form field types as described in the section Form Trigger.
- The reminder section allows you to set a notification if the task is overdue. It also allows you to:
- Escalate overdue tasks by automatically assigning it to another user after a certain time.
- Close tasks automatically after a certain period of time.
- Access Rights (Task specific)
- Task-specific access rights can be set. This is used only if certain users need to see and or edit specific tasks, but are not allowed to see the entire workflow and all its information.
2. Multi-User Tasks
Multi-User Tasks are helpful if the same task needs to be executed by several defined users. It avoids manually creating the same task multiple times for each user. SAP Signavio Process Governance creates that task automatically for each user defined in the section General.
Use cases from practice:
- Multiple users need to make a decision (e.g. an approval)
- Multiple users need to confirm they have checked a new document
Same Task but Executed Parallel or Sequentially?
Since the tasks are created for each user defined in the list, we can decide if the task itself needs to follow an order of assignment or if it gets assigned to all users at the same time. In our example, every user in the list needs to evaluate the applicant's documents individually.
- Parallel execution
- The task gets assigned to all users, but each of them need to make a decision individually.
- Sequential execution
- The next user gets the task as soon as the previous user completes it.
Decision Result in Multi-User Tasks
SAP Signavio Process Governance collects all decisions made by the assigned users and then further explore through a gateway to the next step if:
- All users have chosen the same option
- At least one user has chosen a certain option