Next, we will move on to configuring the stage assignees and workflow approvers.
Stage Assignees
Stage assignees are specific users designated to complete each stage within the record. All users eligible to be assigned to a stage will appear in the dropdown menu for selection as stage assignees. Each stage can be assigned to different users, allowing for unique responsibilities across stages.
Start in the first stage. Click the manage stage assignees and signatures option. When the slider opens you will see a top and bottom section. For now, we will only focus on the top.
In this section, you can designate users as potential stage assignees. Only the users or roles you add here will be included in the dropdown list, creating a pool of candidates for assignment to complete each stage. You can assign both users and roles in a flexible manner; it is not necessary to choose exclusively one or the other. When adding roles, which is highly recommended, you can choose to add either individual users or roles, despite the required asterisk for both fields.
Stage Approval Signatures
Upon completing a stage in the record, users are required to sign off to indicate its completion. Additionally, you can incorporate approval signatures that must be obtained before the next stage can begin. While it is not mandatory to include approval steps for the workflow to function effectively, it is highly recommended to do so for better process management.
In the first stage select the option manage stage assignees and signatures. When the slider box appears, please concentrate on the bottom section, as this is where we will add the necessary approval steps.
To initiate the first approval step, click the blue + button. Assign a name to the step and select the action type. We have two action types available which are 'needs to sign' or 'needs to view'. If the option 'needs to sign' is selected, the approver must enter their credentials to approve the stage. On the other hand, if 'needs to view' is selected, the user only needs to view the stage to complete the approval step.
If choosing 'needs to sign', provide the reason for the signature and designate the users or roles responsible for completing this signature step.
Once all of the stages have assignees and signatures set, the category can be marked as active from the general settings section of the category.
Tasks
Tasks are components that can be added to stages within a record, requiring the stage assignee to complete alongside their primary responsibilities. The project assignee has the capability to create all tasks for the entire record in the 'Details' section. Tasks assigned to stages that are not yet open will remain in a draft state until the corresponding stage is activated, at which point the task will automatically become active. Tasks can also be added directly to the active stage; however, the stage must be opened first before adding tasks, unless they were previously included in the 'Details' section of the record.
After a task is created, the task management screen will open. Add the task information and add the task assignee. If the task is assigned to the current open stage, you can click start task to make it active. If the task is for a future stage, it will remain in a draft state until that stage is open.