Using the deadline feature, you can set a time limit for a process or a task, as well as alerts based on the progress of this deadline.
You can configure the deadline according to a quantity of time (minutes, hours or days) or a date (date and time or only date).
The duration is conditioned to a calendar, which may be standard for all processes or specific. In addition to working hours, the calendar allows you to configure holidays as well.
To make it easier to manage these deadlines during the execution of processes, you can also define triggers based on the progress of the deadline. You can configure these triggers for a task or the entire process. Here are some examples:
- At 30% of the process deadline, send an email.
- At 50% of the deadline for a task, change the responsible.
- At 70% of the process deadline, change the level of the deadline (normal, delayed or critical).
One of the first steps in the configuration of deadlines is setting a standard work calendar.
- Go to the Manage Environment page.
- On the Manage Environment page click the “Edit Default Calendar” button.
- On the calendar page, complete the availability on weekdays and list the holidays.
To set the work periods in each week just drag the mouse on the grid and mark the desired interval. After you release the mouse button, it saves the period automatically.
To replicate periods of a day to other days of the week, click the copy icon that exists in the week-day header.
Also on the calendar, it is possible to define holidays, which can be recurrent over the course of several years.
In addition to the default calendar, you can create a special calendar for a process or a group of processes. In this case, use the “Calendar” field in the process attributes tab within the process editor.
As stated earlier, you can configure a deadline for a process or a task in a process.
Set a deadline per process
- Click the background of the diagram (outside any pool) of an automated process.
- Click the properties tab on the right.
- Click the + button to create the deadline rule.
- In the deadlines dialog, enter a name for the deadline and click “Create.”
- In the next dialog, enter the type of the deadline and confirm.
For deadlines of the type “Field,” it is necessary to inform a field in the process that defines the deadline. In the “Constant Value” option, you must define a constant period for the deadline of the process.
A deadline can be reused in several processes. For this, just select the same rule configuration in the deadline field.
Process deadlines can be versioned, and the selection will be made automatically based on the start date of the agreement.
Set a dateline per task
- Select the desired task.
- Click the properties tab on the right.
- Change the “Method of calculation of deadline” field.
Depending on the option selected in the method of calculation of deadline, additional fields will be displayed. See below for all ways to calculate task deadlines:
- Instance field: In this case, you can include in the process a field that will determine the quantity of time. This field can be numeric (number of minutes, hours or days) or a date time limit.
- Percentage of the process deadline: this option defines the deadline as a percentage of the total period of the process deadline.
- Constant value: in this case you set a constant value.
Alerts and Triggers
Triggers are actions that occur during the progress of a deadline. You can create a trigger for the deadline of a process or task.
When setting up the trigger, it is necessary to state a percentage of progress of the deadline, and one or more actions. Actions can be of the following types:
- Email: in this case, the trigger sends an email. Also, you can configure the content of the message and the recipients.
- HEFLO Actions: This option allows you to modify instance data: fields, responsible or cancel.
- Slack: in this option, the trigger sends a Slack message.
To configure triggers in the process, follow these steps:
- Click the background of the diagram (outside any pool).
- Click the properties tab on the right side.
- Click the edit deadline icon.
- In the deadline setup dialog, click the “Configure Triggers” button.
- In the “Edit Process Triggers” dialog, click the “Add Trigger” button.
- In the “Trigger Rules” dialog, enter the percentage and click “Add Action” to add an action.
- Also, in the “Trigger Rules” dialog, enter the Email action and click on the gear icon as shown below:
- In the Send Email Configuration dialog, type the recipient as a role or a process field. For the first option, it is also necessary to inform the role that will retrieve the recipients. The field of the second option must be part of the process in which the rule will take effect, and must not be empty at this point. Optionally, you can create a message template (the message content) and a carbon copy address.
Steps 7 and 8 may vary depending on the type of action configured.
Triggering by task follows the same sequence of steps. Just select the task and locate the trigger button on the properties tab.
The remaining time is always displayed in the Work Item General tab. The term shown is approximate, also considering the projection in the calendar applied.
In this same control, it is possible to perform the suspension if, and only if, the connected user is an Administrator or the owner of the process. To suspend the deadline, the user, duly authorized, must inform a reason, which is saved in the conversation tab.
The task deadline is displayed in the group header (when the task is in progress) or inside the grouping (when the task is completed).
The deadline information can also be viewed in the work item listing. To do this, just select one of the following columns in the field selector of the work item widget, as shown below.