Incorrect member is nominated for task

Q&A
1

Hi,
I have designed a workflow where a sales request is submitted and sales head approves the request after review and then it goes to management for further review and then it is approved for work and submission.

The Sales Head approval task is also showing to sales rep which is wrong and it should be only for sales head who an take the task and perform it.

Please help.
Thanks & regards,
Zeeshan Ali

2

You need to define who can actually do the task. In Bonita Studio environment, for a new default process all users can actually do the task.

First you need to create a new lane and place the approval task in it.
Select the task and in “General” → “Actor” tab select “Use actor defined in lane”.
Then select the lane and in “General” → “Actors” click on “Add…” button to add a new actor.
Then click on “Configure” button in the tool bar and in “actor mapping” define who can actually perform the task associate with your new actor.

Actor configuration are only based on organization information (groups, roles, users). If you want to assign a task for example to the manager of the user who initiate the process you need to configure an actor filter (e.g. “Initiator manager”). Actor filter can be configure by selecting the lane, going in “General” → “Actors” and click on the “Set…” button.

A video is available to learn more about all that + LDAP and SSO.

3

Hi Antoine,

Thanks for your quick response.

If i use hard coded names the process works fine; but if i use Roles based hierarchy then things start moving in wrong direction. Can you please confirm if there is any specific area where i can define exact functionality wise authority or rights of Actors. e.g.:

Sales Rep can initiate the process.
Sales Head can only approve the requests.
Senior Manager can only approve after Sales Head approval. etc.

I am new to this solution; need your guidance to ensure that solution is implemented using the best practices.

Regards,

Zeeshan

4

For your use case you need to create 3 different actors: one for Sales Rep, one for Sales Head and one for Senior Manager.

Actor is only an id declared in the process definition.

You need to create one lane in the process pool for each actor. So create 3 lanes and configure each of them with it’s own actor.
Task in the lane inherit from lane configuration when you select the “Use actor defined in lane” option.

Who can initiate the process is defined by adding a specific flag on an actor. Do to so, select the process pool and in “General” → “Actors” tab select your Sales Rep actor and click on “Set as initiator” button.

Finally, in the process configuration you associate the actors (ids) to actual users in the organization. You can do so by selecting individually the users or indirectly by selecting groups or roles or a combination of the two (what we call membership).

If needed you can tune the default test organization of the Studio to create new groups and roles. Then you need to add “membership” (group + role information) to users. This can be done in “Organization” → “Manage…” menu.

If needed you might share your process + organization information as .bos file using the Export button of the Studio (use Dropbox, Google Drive… to share the file).

5

Thank you for your quick response again.

please use the following link to download and check the workflow and organization architecture.

https://drive.google.com/file/d/0B_c7F3NKwx8JUEtNaE9RbTFKMWc/view?usp=sharing

Also would like to have help on conditional transition. If you can give an example for conditional transition based on user selection from the select items from already given list on the form.

Thanks & regards,
Zeeshan Ali

6

https://drive.google.com/file/d/0B_c7F3NKwx8JUEtNaE9RbTFKMWc/view?usp=sharing

please check revised link…

7

Hi Antoine,

I am done with the transition thing but the subject issue is still not resolved. Your support is requested please.

Thanks & regards,
Zeeshan Ali

8

As think that in your diagram you didn’t follow my earlier recommendation. Instead of mapping actor individually to each task I would rather map the actor to the lane and configure the task to “Use the actor defined in the lane”. Only override this for a few tasks.

Also I think your actor mapping configuration is a little bit incoherent. For example “Pre Sales Rep” is mapped to:

  • all users in “Pre Sales” group with any type of role
  • plus all users with role “Pres Sales” in any group
  • plus all users with role “Sales Rep” in any group
  • plus users in “Pre Sales” group with role “member” (useless because you already includes all user in group “Pre Sales” no matter what is role is)
  • plus user omer (useless, already have role “Sales Rep”

If you have questions on other topics please open a different question.

Also please avoid posting a comment such as “Hope to receive a positive response from your please.”, this Stack Overflow question and answer give a pretty good explanation why.

Regards

9

Hi Antoine,

Thank you for your help so far. I intend to try what you have suggested and get back to you.

Thanks & regards,
Zeeshan Ali

10

Hi Antoine,

Thank you for your detailed response, we have tried the process with giving names of actors for each task which is working just fine. what if a task can be performed by more than one actor? I mean if we want to assign a task to more than one actor? what we should do in that regard?

Thanks & regards,
Zeeshan Ali

11

Actor is just an id define in the process. You then configure this actor to actual users by configuring actor mapping. So you can map for example the “Pre Sales Rep” actor to “Kaleem” and “Zeeshan”. Alternatively you can map “Pre Sales Rep” to “Pre Sales” group. With your current organization both solution will lead to the same result as “Kaleem” and “Zeeshan” are the two members of “Pre Sales” group. The difference is that if you add a new user to “Pre Sales” group it will be able to do task that belong to “Pre Sales Rep” actor immediately without touching the actor mapping configuration.

If you need more precision please use Comment instead of posting an Answer on this thread.