Assigning Work Steps

The individual work steps of a job can be assigned to an employee or a group by a person responsible for the job.

The individual work steps of a job can be assigned to an employee or a group by a person responsible for the job.

How work steps are assigned

If a work step is assigned to a particular area of responsibility (lane), it can only be assigned to an employee and a group belonging to that area of responsibility.

The personal responsibility of employees or groups for a work step is managed on the job page.

The employees currently assigned to a work step of the job are always shown as the persons responsible for the job.

The person responsible for a work step can assign it to one or more employees or groups of the relevant area of responsibility.

Note: To prevent the processing of the job from stalling (because, for example, the current person responsible is ill), anyone with access to the job can pass on responsibility at any time. To do so, ⋮ Pass on responsibility is offered on the right.

You have access to a job as a Process Owner or as someone already involved in the job on the process page in the Analysis Jobs tab under Currently running jobs.

Assigning a work step passes on responsibility for the entire job or for a section. Sections arise when areas of responsibility (lanes) have been modeled in the process or when exclusive gateways (decision) or parallel gateways (parallel branching) are present. A section therefore begins with a change of the area of responsibility or after an exclusive or parallel gateway. Parallel sections can have their own end events.

Passing on your current work step

Context

When you create a job, you are initially the current person responsible for the job automatically. The first work step can therefore initially only be carried out by you.

If you are unable to carry out a work step, you can pass on responsibility.

If responsibility is passed on to an area of responsibility (lane) as a whole, every employee of that area of responsibility can take over this job.

In principle, responsibility can be passed on to

• everyone, if the work step is not located in an area of responsibility (lane)
• everyone in a particular area of responsibility, if the work step is located in a lane
• everyone who has already been involved in the job as an executor

How to proceed

1. To pass on responsibility for the current work step, select Pass on responsibility in the ⋮ submenu on the right.

   The Pass on responsibility within ‘{{lane}}’ dialog appears.

2. To pass on responsibility to all colleagues of an area of responsibility, leave the selection box next to the area of responsibility active.

   Continue with step 5.

3. To pass on responsibility to one or more employees of the area of responsibility, click Pass on to particular colleagues/groups/organizational units in the dialog.

   A list of the available options appears.

4. To pass on responsibility to one or more employees of the area of responsibility, activate the selection box of each entry to which responsibility for the current work step is to be passed on.

5. To confirm your selection for passing on responsibility, click Pass on.

   The work step of the job appears in the overviews of tasks and jobs of the selected colleagues.

   The name of the person or persons responsible and the processing of a work step that has been passed on are shown in the checklist of the job.

Changing the person responsible

Prerequisites

You have access to a job as a Process Owner or as someone already involved in the job on the process page in the Analysis Jobs tab under Currently running jobs.

You are not the current person responsible for the job yourself.

Context

If the current person responsible for a job cannot or should not carry out their work step, the person responsible can be changed to ensure that the job continues to be executed.

The job can be taken over by any Process Owner or anyone already involved, or passed on to others.

This ensures that the job can continue to be processed at any time.

How to proceed

1. On the process page, in the Analysis Jobs tab, in the Currently running jobs list, click the job whose person responsible is to be changed.

   The job is opened. The current person responsible is displayed.

2. Click Change person responsible.

   The Pass on responsibility within ‘{{lane}}’ dialog appears.

3. To pass on responsibility to one or more employees of the area of responsibility, activate the selection box of each entry to which responsibility for the current work step is to be passed on.

4. To confirm your selection for passing on responsibility, click Pass on.

   The work step of the job appears in the overviews of tasks and jobs of the selected colleagues.

   The name of the person or persons responsible and the processing of a work step that has been passed on are shown in the checklist of the job.

Distributing the next steps

Prerequisites

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

Context

A parallel gateway branches the flow into parallel sections.

A person responsible must be determined for each parallel next step. These can be individual colleagues, groups or organizational units.

How to proceed

1. To distribute the next steps after a parallel gateway, click Distribute next steps on the job page in the Select next step area on the right.

   The dialog of the same name appears.

2. To distribute a work step to a person responsible, click the step to be distributed.

   The step is highlighted.

3. Click Pass on to particular colleagues/groups/organizational units and then click one of the displayed entries.

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

4. Repeat the allocation for all work steps.

5. To confirm the distribution, click Start.

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

   The name of the person or persons responsible and the processing of a work step that has been passed on are shown in the checklist of the job.