User configurations for an approval task

For appropriate users to run, approve, and contribute to an approval task, it is important to use the labels recognized by the Process Composer.

In the Process Composer > Approval task, configurations for users are recognized as assigned, requested, and contributors of the task during run time for multiple-user collaboration.

Image demonstrates requester is process runner and assignee is approver.

The following table can be used to configure and assist decisions when routing the approval to roles and teams. The User column displays the label recognized in the process configuration. The Details column describes the parameters for that configuration.

  • User who requests a task (Task requestor).
  • User who assigns a task (Task assigner).
  • User who is assigned to a task (Task assignee).
  • User who contributes to a task (Task contributor).
User Details
Request Creator When the request is created using the interface (Automation Co-Pilot) the user who created the request.
  • Request Creator is required to be part of the Assigned Group.
When request is created by other means (API, Create Request command, CoE approval use case, etc.)
  • Request Creator is not required to be part of the Assigned Group and only needs the execute permission.
Request Assigned Group The role or team where the request is created. 
= createdByTeam

Example: Request POC-2 from Process (POC) created under Team 202.

  • Team 202 is the Request Assigned Group.
  • This group has read access to the request created in their workspace.
Task Assigner

The role or team that needs to respond to the task (Received).

Example: Form Task from a request is assigned to Role 301.

  • Role 301 is the Task Assigner.
  • Users from Role 301 can see the task in the Assigned tab.
Task Requester The role, team or user (request creator) that requests the task to response (Sent).

Example: Form Task from a request is requested by Team 403.

  • Team 403 is the Task Requester.
  • Users from Team 403 can see the task in the Requested tab.
Contributor
Users who contributed (or are contributing) to the Task.
  • Form and Document Validation Task (Contributor is populated before submit)
    • When status is Pending, Contributor is the user assigned or locked to the task. 
      =assigneeID
      or 
      lockedBy
    • When status is Completed, Contributor is the user who submitted the task 
      =submittedBy
  • Approval Task (Contributor is populated after submit)
    • When status is Waiting Approval (0/2), Contributor is empty.
    • When status is Waiting Approval (1/2), Contributor is the userID of user that approved the task.
    • When status is Approved, Contributor is the array of all users who approved the request. 
      =approvedBy
    • When status is Declined, Contributor is the user who declined the request. 
      =declinedBy

Visibility and actions of an Approval task

Task sequence:

  • Any user who is part of the Responder Group can see the task as it progresses through the sequence.

  • Tasks, other than the current Approval Task, are not visible to the Responder Group.

Possible actions for the task:

  • Comments history

    Displays a history of the Approval or Reject comments

  • Approve

    • Submits the task with an Approve status

    • Adds a comment when submitting an approval

  • Reject

    • Submits the task with a Reject status

    • Adds a comment when submitting a rejection notice

In cases where users want to notify someone of a specific task, the task reference ID can be found in the URL of an active task.

Image demonstrates the task reference located in the URL.