Assigning Tasks to Users or Groups

There are multiple ways to assign performers in your application. This article describes how it works and which settings override other performer assignments.

Hierarchy

Please note the following hierarchy is in play when using combinations of performance assignment methods:

1. Associating lanes with groups or individuals, associating specific tasks to roles, and using role mappers are equally prioritized from a hierarchical perspective. This is the most common way to assign performance.
2. Assignment via performers filters on the lane in the process model, (e.g. "previous performer" or "all performers") has an effect on the role assignment. For example, if you have assigned a task via the variable "last performer" and have the role mapper configured, the variable will be prioritized over the role mapper. 
3. Assign from form field is prioritized higher than associating lanes with performers, using the role mapper or variables.
4. Manually assigning performers takes the highest priority.
   

Different methods to assign a task 

Associating lanes with users and groups

The most common way to configure which performers have the right to interact in your application is in the application settings (when you deploy your application). In the Configure Process window, you can add groups, individuals, or role mappers simply by searching in the list to the right and dragging and dropping them into the lanes listed to the left.

Associating specific tasks with roles

Sometimes, specific tasks may need to be performed by several roles. This may be applicable to tasks that can be performed both programmatically (via an API call) and manually. 

It is possible to assign specific tasks to either one or many roles by configuring the Roles against a task. 

Using role mapper

The role mapper is a feature in Process Automation designed to use form data to assign tasks based on a form field value. By using a value list, you can assign which value corresponds with a user or a group.

For example, you have a process that looks like this:

In the step called Review work order the performer can choose to send the request to a specific department. By using a role mapper, you filter the possible performers according to a drop-down list in your form and only the performers in this role connected to the chosen value in the drop-down receive the upcoming tasks.

How to create and set a role mapper

You must first create a value list before you can set up your role mapper. This list contains the values of the drop-down you will map users and groups to.

1. Navigate to Space settings and click on the Role mapper tab in the left-hand menu.
2. Click Add new.
   
   
3. Fill in the Name and Description of the Role Mapper. In the field Value list, select the list you want to use to map users and groups to its values. In the field, Default account set a default user that will receive the task in case the role mapper cannot find a user mapped to a value.
   
   
   
4. In the next step, you select which groups or users correspond to which values. Click the empty field to the right of the value and start typing the name of the user or group to add it to the role mapper.
   
   If you only want to see values that are undefined, you can check the box Only show undefined values on the right side.   
   
   
   The numbers within the brackets indicate how many users are within that group. This number includes subgroups. 
   
   
   If you add an empty group to the role mapper, the row will be marked red, indicating that there are no users in the group. 
   
   
   To administrate a group, you can click on the group icon to the far right of the row.  You will then be redirected to the assigned group. 
   
   
5. Now you need to add your value list to a form connected to the application. Open the form editor and drag and drop the field from the folder called Value lists - Single select in the Toolbox.

   Role mappers are only compatible with single-select fields. They are not compatible with multi-select fields.

6. Save the form.
   
   
7. Deploy your application and map your created role mapper to the role where the mapped group or user should be assigned. The role mapper avatar is distinct from groups and users.
   

Associating specific tasks with roles using performers filter

Filtering performers based on who has performed tasks in the past is also possible.

Example: A task is placed in the Administrator's lane. It should be possible for the role Admin and the role API to complete the task. The role of Admin may be associated with a group of administrators. If there is a performance filter associated with the task, the task will be assigned to the administrators that have previously participated in the process. 

Assign role from form field

Another way is when you have included different assign methods in your process model, for example by assigning a role from form field or assign a role on a sequence flow. 

Manual assign, delegation, or reassign

This option exists on all active tasks and overrides all other assignments. There are multiple ways to assign/delegate/reassign tasks:

1. From the instance configuration. Learn more about this in the article, Manage Instances.

2. By using the Replace user feature. Read how to use this feature in the article, Application Overview.

3. By using the Share tasks function in the task view. For more information, read the article Share a Task.