Assign resources by applying rules

Apply rules if resource requirements for an activity are complex. For example, apply rules if more than one resource is required to review and approve a document. By applying rules, you can group the reviews as a single activity with multiple resources, rather than separate activities with different resources.

You can also apply rules to an entire business process, and not just a single activity. Assign rules to a Create Subjob activity; a subjob is created for each resource assigned to this activity. See Configure a Create Subjob activity for more information.

Note You cannot apply rules if resources are assigned manually.
  1. On the Extended Properties page of an activity, click the Resources tab.
  2. Click Yes for Override Resources to override the process template settings with the skin settings. (Default: No)
    Note By default, the dynamic resource assigned to a template is automatically assigned to its skin. If you select to override resources, the dynamic resource variable is removed from the skin.
  3. Select Resourcing for Type.
  4. Consume the resources, roles and/or variables in the Resources box.
    Note Only use String or XML variables for resources. Otherwise, a message appears.
  5. Click Yes for Apply Rule.
  6. Configure the following rules for completing an activity.

Configure the activity access

Use the Activity Access option to specify if single or multiple users should work on the activity, and the order in which they must complete the activity.

  1. Select one of the following options for Activity Access:
    • Concurrent (the default setting): Permits the specified resources to complete the activity in any order or at the same time. For example, with Invoice Approval, concurrent access is allowed, and everyone can approve or reject at the same time. Capture activities do not support the concurrent activity access.

    • Single: Permits the required resources to complete the activity in any order, but only one resource can complete the activity at one time. For example, a legal document can be officially reviewed and updated by only one person at one point in time.

    • Sequential: Permits the selected resources to complete the activity in the order specified. Sequential assignment ensures people do not work on activities unless they are first taken or reviewed by people lower in the organizational hierarchy. For example, a junior manger must approve the loan application before it passes to the senior manager for final sign off.

      Note In a Create Subjob activity that uses rules, resources must complete the subjobs using either sequential or concurrent activity assignment. Non-concurrent activity access is not available.

      For the Sequential activity access, you can also specify the order in which the resources must complete the activity. Select the resource in the Resources box and then use the Up or Down arrows to set the order.

  2. To specify how many resources have to perform the current activity, select one of the following options for Number of Resources:
    • All: Requires all assigned resources to complete the activity.

    • Static: Enter or select the number of resources to complete the activity in the Value box. For example, enter 2 if two out of the three resources must perform the activity.

      Note The number of resources required to complete an activity cannot be greater than the number of resources assigned to an activity.

    • Dynamic: Consume a Long or Short variable in the Value box.

  3. To expand group resources and treat each member of the group as an individual resource required to complete the activity, click Yes for Expand Group Resources.
    A message appears to inform you that the runtime group functionality will not affect the subjob activity. Click Yes
    Note If the Expand Group Resources option is not selected, not all members are required to complete the activity; any individual within the group resource can take the activity and complete it.

Exclude resources

You can exclude a resource from completing the activity. For example, you can assign the Expenses Approval activity to everyone in the Finance group, except for the person (job creator) who submitted the expenses claim.

  1. Consume the resources, roles and/or variables in the Exclude Resources box.
    Note You cannot add duplicate resources. If you try to add a duplicate resource, a message appears.

Use the exit condition

Use exit conditions to ensure that people do not work on activities that are already rejected.

You can set up an exit condition for an activity, which is complete when either the exit condition is met or all the resource settings are complete. For example, if two resources must approve a loan but either one can reject it, the resource settings require both resources to complete the activity. But the exit condition is set so that the activity can be completed if either resource rejects the loan.

  1. Click Yes for Use Exit Condition.
  2. Consume the variables to create the exit condition.
  3. Click Validate to validate the exit condition.

    A message appears to indicate whether the script is valid.