Your administrator sets a "completion policy" on each step in a workflow. This policy determines when the step is complete and where the step proceeds from there. A step can be complete under the conditions listed below.
- Single completion policy: Any single user can accept a task and complete it, and the record will move forward to the next step.
- All-majority completion policy: All assignees to the task have responded to it and a majority has agreed on the action that moves the record forward to the next step. If there is no clear majority on the action, Unifier will use a resolving action to determine how the record moves forward.
- All-consensus completion policy: All assignees to the task have responded to it and all assignees have agreed on the action that moves the record forward to the next step. If there is no consensus on the action, Unifier will use a resolving action to determine how the record moves forward.
A resolving action moves the step to either a following step, a previous step, or a conditional step that essentially "re-addresses" or "revisits" the task. This step must be completed before the workflow can continue. The assignees on this resolving action step can include the original task assignees and can also include new assignees.
If there is only one action in the Workflow Actions drop-down list, then Unifier defaults the selection. As a result, Unifier updates the To and CC fields with the relevant users and groups. When you click Send, if the list of users changes based on either an assignee filter in the workflow setup or via conditional routing, then Unifier displays a window informing you that the list of users will change. Once the list of users is changed, then you must click Send again. The list of assignees changes to reflect the change in the next step and will be displayed when you save the workflow BP record.
Note: Clicking Send will not route the BP record if the conditional routing is not resolved.
If the Admin sets up the Business Process policy, then you have the ability to choose that a step be completed without all assignees having to act on it, if the result can be determined without the assignee action. This is to prevent unnecessarily wait for all users to take action on the record before moving it to next step.
If the Admin sets the Completion Policy for a step in a business process workflow setup as "All - Majority" and checks the option "Advance workflow when next step is determined," then during runtime, when a record for this business process reaches this step, as soon as majority of the step assignees take the same action at this step, the step will be completed and the workflow moves to the selected step.
Note: One or more assignees on the step could choose to decline acting on their tasks. In this case, the majority count is determined by dismissing the count of users who declined the task.
Example
There are four assignees on a step. Two of the assignees take the same action. The third assignee declines the task. As soon as the third assignee declines, since the majority (two of the assignees) have taken the same action, the record will move to the next selected step.
In addition, the "Workflow Progress" tab (in the BP log and within the BP record) gets updated correctly (with the correct "Status" and "Action") for all of the users who took action on the step. For all users who did not act on the step:
- The "Status" gets updated as: Closed.
- The "Action" remains blank.
If the Admin sets the Completion Policy for a step in a business process workflow setup as "All - Consensus," and checks the option "Advance workflow when next step is determined," then during runtime:
When a record for this business process reaches this step, and:
- As soon as one assignee on the step takes the "Resolving action" as chosen in the BP setup in the Admin mode, or
- As soon as two assignees on the step take two different actions on the step
Then, this step will be completed, and the workflow moves to the "Resolving action" step; otherwise, if all of the assignees take the same action (which might be different from the resolving action), then the record moves to the step, as chosen by the assignees.
The "Workflow Progress" tab (in the BP log and within the BP record) gets updated correctly (with the correct "Status" and "Action") for all of the users who took action on the step. For all users who did not act on the step:
- The "Status" gets updated as: Closed.
- The "Action" remains blank.
For both options "All - Majority" and "All - Consensus" completion policies, if an assignee accepts the task and has been working on a draft record, and while the assignee has been working on a draft record a majority or consensus has been reached, then the draft will be deleted, and the record moves to the next step.
Note: In case the assignee has who has worked on the draft had added new line items, or edited existing line items, the changes will be retained when the record moves to the next step.