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Adding steps

Add steps to a business process template to specify the approvals required to update a contact, KYC, company, opportunity, or service request record with information from a submitted business process.

Before starting this task, ensure that you have deactivated the business process template. You cannot modify active templates.

You can add steps to assign approval tasks to a user or group. The order in which you add steps to the template is the order in which they are assigned.

Additionally, you can include attachments with a step, which can provide information or context related to the step. When a user views the step, they can also view its attachments.

To add a step to a business process template:

  1. Navigate to the Customize workspace.
  2. In the Business Processes tab, select the template in which you want to add a step.
  3. In the Steps subtab, click the Edit button .
    The Edit Business Process Steps dialog opens.
  4. Click the Add button .
    The Add Business Process Step dialog opens.
  5. In the Detail tab, in the Description field, enter a name for the step.
  6. In the Status field, select Outstanding
  7. In the Priority field, select a priority level for the step.

  8. In the Create Date field, specify when to create the task, relative to the completion date of the preceding step.

    The first step in a business process is created relative to the date that the business process is submitted.

  9. In the Due Date field, specify when the step should be completed by.
  10. In the Notes field, enter notes that you want to provide to users who view the step.
  11. In the Assign Action Item area, choose who the task for this step will be assigned to:

    • User assigned to the plan
      Assigns the step to the user that the business process is assigned to.

      This is also the default value that is used if a specific coverage role, user, or work queue is unavailable when the business process is run.

    • Coverage Role
      Assigns the step to a coverage role that you specify. To select a coverage role:
      1. In the first field, select the coverage group.
      2. In the second field, select the role to which you want to assign the step.
    • Specific User
      Assigns the step to a user that you specify. Click the Select button  to specify a user.
    • Work Queue
      Assigns the step to a work queue that you specify. Click the Select button  to specify a work queue.
  12. In the For area, choose which entity the step should be associated with:
    When you associate a step to a contact or company, the step is recorded in the Journal tab for that entity when the step is assigned. This step does not apply for business process templates for opportunities or service requests.

    • Entity in the plan
      Associates the step to the entity for whom the business process is being run.

      This is also the default value that is used if a specific related entity or role is unavailable when the business process is run.

    • Related Entity
      Associates the step to the entity that has the specified relationship with the entity for whom the business process is being run. Click the Select button  to specify a related entity.
    • Role
      Associates the step to any entity that has the specified role in a hierarchy. To select a role:
      1. In the first field, select the hierarchy from which you want to choose a role.
      2. In the second field, select the role to which you want to associate the step.
  13. In the Default View Security field, choose who you want to be able to see the step after it is assigned:
    • Public
      All users can see the step.
    • Group
      Only members of the specified user group can see the step. Click the Select button  to specify a group.
    • Private to Assigned User
      Only the user assigned to the business process can edit the step.
  14. In the Default Edit Security  field, choose who you want to be able to edit the step after it is assigned:
    • Public
      All users can edit the step.
    • Group
      Only members of the specified user group can edit the step. Click the Select button  to specify a group.
    • Private to Assigned User
      Only the user assigned to the business process can edit the step.
  15. If you want to allow users to change the default security settings for the step after it has been assigned, select the Enable editing the security settings for instances of this template checkbox.
  16. Click OK to save the step.
    The Add Business Process Step dialog closes.
  17. Click OK to save the business process template.
    The Edit Business Process Steps dialog closes.

You have added a step to the business process template. The step displays in the Steps subtab.

After you add a step, you can add components to it such as entry criteria and actions.

Activating business process templates