Once the Initial Approval activity is complete, the form will be routed to the Finance group, but only if the amount exceeds $1,000. Click the “Create Activity” link to add a new activity to the Process Timeline. Double- click the activity name to open the configuration screen for the activity.
Once again, this will be a user activity. Rename the activity “Finance Approval”. In the Activity tab, set the Activity Type to “User”, and set the Duration of Activity to 2 business days.
Recall that the Initial Approval activity was assigned to the specific user identified in the Approver form field. The Finance Approval activity, however, will be assigned to the whole Finance group. When the activity begins, every user in that group will receive a notification, and any one of them may actually complete the task. Sometimes this type of task assignment is called a “group work queue”. As an aside, groups can be taken from your organization’s user directory (such as Active Directory or LDAP), or configured directly within Process Director.
In the Participants tab, remove the “Process Timeline Initiator” participant, then click the Add Participant button. From the Choose Participant Type dropdown, select “Groups” to add a picker control to the row. Click the picker’s Build button to open the Group Chooser dialog box. In the Group Chooser dialog box, select the Finance group, then click the OK button to close the dialog box.
Just as we did for the Initial Approval activity, we need to set the possible results for the Finance Approval activity, as well. In the Results tab, click on the Add Result button. A blank result header will appear below the button, labeled "Activity Result". Click on the Activity Result header to open the result details section. In the Result Name text box, type "Approved" to rename the result to Approved when the Process Timeline is saved. Repeat these steps to add another result, and name the second result "Denied".
In the Completed When tab, set the dropdown labeled “All Users Have Completed Activity” to “First user Completes Activity”. We are going to assign this task to a group, and as soon as one member of the group approves or rejects the request, we want to end the task for everyone.
To make this activity fully functional, we will need a business rule to run to determine whether or this activity is actually needed. We already know that we don't want this activity to run unless the total request amount is greater than $1,000. We will need to implement this rule-based decision on the Needed When tab. We have not, however, created that Business Rule that implements this logic yet, so for now we will continue creating the Process Timeline, and return to the Needed When tab of the Finance Approval activity after the Business Rule is created.
In the Advanced Options tab, check the checkbox labeled “Assign task to first user to accept”. We are assigning this task to the whole Finance group, not to a specific individual. We don't, however, want everyone in the Finance group to perform the task. Once a member of the Finance group accepts the task, we want the task assigned only to the person who accepts it.
Click the Close button.
Since we want this activity to start after the Initial Approval activity is complete, we need to configure a dependence on the Finance Approval activity.
Click and hold the wishbone-shaped Add Depends On icon, and drag the Finance Approval activity onto the Initial Approval activity. Now, the Finance Approval activity depends on the Initial Approval activity, meaning that the former won’t start until the latter is complete. You can verify that this dependence has been created properly by clicking on the blue bar associated with the Finance Approval activity. You’ll see the Finance Approval activity highlighted, illustrating the dependence relationship.
Another way to verify that the dependence was successfully created is to visit the Start When tab in the properties for the Finance Approval activity. The dependence on the Finance Approval activity is indicated there.
Click Close, and then click the Process Timeline's Update button to save your changes and close the properties dialog box.
Submitter's Notification Activity
Click the Create Activity link again to add another activity. Double-click on the new activity’s name to open its configuration screen. In the configuration screen, change the Name property to “Submitter's Notification”.
Then, in the Activity tab, change the Activity Type to “Notify”.
Now, click on the Notifications tab. We want to set this activity to notify the Timeline initiator when the process is complete. Click the Add Notification button to add a person for the activity to notify. Clicking this button causes a new set of controls to appear, enabling you to configure the notification. From the dropdown labeled "Choose Notify Type", select "Timeline Initator".
Click the Close button to close the configuration screen. Look at the Process Timeline Gantt chart and notice that, as things stand, the Submitter's Notification activity will start at the beginning of the process, in parallel with the Initial Approval activity.
Of course, we want the Submitter's Notification activity to run only after the other approvals have completed, so we’ll make it dependent on the Finance Approval activity. Use the same technique we used earlier: click and hold the wishbone-shaped Add Depends On icon for the Submitter's Notification activity, and drag and drop it onto the Finance Approval activity. Note how the Gantt chart now reflects the correct ordering of the activities.
To further understand how dependence works, click the blue bar on the Finance Approval activity as you did earlier. Now note that there are two highlighted activities: the Initial Approval activity is highlighted in green, indicating that it is a predecessor to the Finance Approval activity (that is, the Finance Approval activity depends on the Initial Approval activity). The Submitter's Notification activity is highlighted in red, indicating that it is a successor to the Finance Approval activity (the Submitter's Notification activity depends on the Finance Approval activity).
Click the OK button above the Process Timeline chart to save all the changes you’ve made to the Process Timeline, and return you to the list of objects for the My Project folder.