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Routing an assignment

A process often must be routed to the appropriate person or team to complete a task. For example, the manager of a cost center must approve an employee expense or a member of the accounting team must process a refund. In these cases, the assignment can be routed to a worklist or a workbasket.

Routing destination Assignment type Routing method options
An operator Worklist
  • Operator ID
  • Parameter
  • Routing decision (map, table, or tree)
A team Workbasket
  • Workbasket name
  • Parameter
  • Routing decision (map, table, or tree)

Before you begin

Before you begin, take a look at the default configuration for an assignment. As each step begins, routing is set to be completed by the current operator.

Default operator for routing

You can also:

Route to an Operator ID

To route to an operator, change the Route to field in the properties panel to Operator. When the field has been updated, a list of operator IDs is made available in an auto-complete field. To route to an operator, select an operator ID from the list.

In the example below, an expense voucher is being routed to Janet in Accounting.

Route to operator by ID

Route to a Workbasket name

To route to a workbasket, change the Route to field in the properties panel to Workbasket. When the field has been updated, a list of workbasket names is displayed in an auto-complete field. To route to a workbasket, select a name from the list.

In the example below, an expense voucher is being routed to the PurchaseReview workbasket so that a member of the team can review the request.

Route to workbasket by name

Perform custom routing based on a parameter

To determine the operator that should complete the assignment at run time, select Custom routing. You can then select an assignment type:

  • Worklist – place the assignment into the worklist of the operator identified by the router
  • Workbasket – place the assignment in a workbasket determined by the router
For more information on Dependency, External, and Agent assignment types, see Flow form - Editing Assignment shape properties.

In the example below, a request to take time off is being routed to the worklist that belongs to the manager of the current operator.

Route to worklist of workgroup manager

In the example below, a support request is being routed to the workbasket of the support team. The customer requires that the request be completed by a team member with German language skills.

Route to workbasket operator with skills

Perform custom routing based on a decision

Routing to an operator can also be determined by a decision. To determine the operator or team that should complete the assignment at run time, select:

  • Route to: Custom
  • Assignment type: WorkList or Workbasket
  • Router: ToDecisionMap, ToDecisionTable, or ToDecisionTree

The following steps demonstrate how to route a request for reimbursement to the department’s cost center manager.

  1. In the properties for the assignment, set the parameters for routing:
  • Route to: Custom
  • Assignment type: WorkList
  • Router: ToDecisionTable
  • Decision Table: CostCenterMgrRoutingTable

Route to worklist using decision table

  1. Click the Open icon next to the decision table name to create the decision table.
    1. Use the prepopulated parameters to save the decision table in the context of the current assignment, and click Create and open.
    2. Set the condition for the routing table to be the requestor’s department. For example, if the page property is Employee with a Department field, then the condition property would be .Employee.Department.
    3. Complete the CostCenterMgrRouting table by specifying the cost center manager for each department.

Decision table for cost center manager

  1. Save changes to the decision table and then close the Decision Table tab.
  1. Save changes to the case type.

Published May 26, 2015 — Updated February 17, 2016


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