Assigning Worksteps

The job's owner can assign individual worksteps within a job to an employee or a group.

How Worksteps are Assigned

If a workstep is assigned to a certain lane, then it can only be assigned to an employee or a group from this lane.

Employee/group assignment for a workstep is managed on the job page.

The employees currently assigned to a workstep in the job appear as job owner.

The owner for a workstep can assign it to one or more employees or groups in the lane which the workstep is in.

Note

Anyone who has access to the job can always hand over responsibility. This avoids the process coming to a halt if e.g. the current owner is ill. Hand Over Responsibility then appears to the right.

You can access the job if you are Process Owner or if you have already been involved in the job: in the Job Analysis tab under Jobs in Progress.

Responsibility for the entire job or for a section is handed over when a workstep is assigned. Sections occur if lanes were modeled in a process or if exclusive (decision) or parallel gateways (parallel branch) exist. A section therefore begins with a lane change or after an exclusive or parallel gateway. Parallel sections can have their own end events.

Handing Over Your Current Workstep

Context

If you create a job, then you are automatically the current owner for the job. This means that you are the only one who can carry out the first workstep.

If you cannot carry out the workstep for some reason, then you can hand over responsibility.

If responsibility is handed over to a lane as a whole, then any employee in the lane can take on this job.

A job can essentially be handed over to:

  • Everyone, if the workstep is not in a lane

  • Everyone in a certain lane, if the workstep is in a lane

  • Everyone who has already been involved in carrying out the job

How to proceed

  1. To hand over responsibility for the current workstep, select Hand Over Responsibility in the right-hand submenu.

    The Hand Over Responsibility within '{{lane}}' dialog appears.

  2. To hand over responsibility to all colleagues in a lane, leave the check box next to the lane active.

    Continue with step 5.

  3. To hand over responsibility to one or more employees in the lane, click on Hand Over to Specific Colleagues/Groups/Org Units in the dialog.

    A list appears with the selection options.

  4. To hand over responsibility to one or more employees in the lane, activate the check box for each entry which should be assigned responsibility for the current workstep.

  5. Click on Hand Over to confirm selection for handing over responsibility.

    The job workstep appears in the overview of assignments and jobs for the selected colleagues.

    The name of the person/people responsible for carrying out the assigned workstep is/are shown in the jobs checklist.

Changing Owner

Prerequisites

You can access the job if you are Process Owner or if you have already been involved in the job in the Job Analysis tab under Jobs in Progress on the process page.

You are not the current owner for the job.

Context

If the current job owner cannot or should not carry out their workstep, then owner can be changed so that the job can be continued to run through.

Any Process Owner or those who have already been involved in the job can take over the job or hand it over to someone else.

This ensures that the job can always be continued.

How to proceed

  1. Click on the job you wish to change owner for in the Jobs in Progress list in the Job Analysis tab on the process page.

    The job is opened. The current owner is shown.

  2. Click on Change Person in Charge.

    The Hand Over Responsibility within '{{lane}}' dialog appears.

  3. To hand over responsibility to one or more employees in the lane, activate the check box for each entry which should be assigned responsibility for the current workstep.

  4. Click on Hand Over to confirm selection for handing over responsibility.

    The job workstep appears in the overview of assignments and jobs for the selected colleagues.

    The name of the person/people responsible for carrying out the assigned workstep is/are shown in the jobs checklist.

Assigning the Next Step

Prerequisites

The workstep is a  parallel gateway that branches the flow into parallel sections.

Context

A  parallel gateway branches the flow into parallel sections.

An owner must be assigned for each next parallel step. These can be individual colleagues, groups or organizational units.

How to proceed

  1. To distribute the next steps after a  parallel gateway, click Dispatch Next Steps on the job page in the right area Select Next Step.

    The dialog of the same name appears.

  2. To assign a workstep to an owner, click on the step to be handed over.

    The step is highlighted.

  3. Click on Hand Over to Specific Colleagues/Groups/Org Units and then on one of the entries which appears.

    The step is then assigned to the colleague, group or organizational unit.

  4. Repeat this assignment for all worksteps.

  5. Click on Start to confirm assignment.

    The step is then assigned to the colleague, group or organizational unit.

    The name of the person/people responsible for carrying out the assigned workstep is/are shown in the jobs checklist.