Process Canvas: Activity

Understanding the Activity Section in Process Canvas

If States represent the stations in your process journey, then Activities are the tracks that connect those stations. An activity moves an item forward, representing the action taken by a user to progress from one state to another.

What Is an Activity?

An activity is any action performed by a user (or a system) that changes the state of an item in your process.

For example:

• Submit Form – a user initiates the process.
• Approve Request – a manager reviews and approves.
• Verify Payment – an admin checks a financial transaction.
• Close Case – the process reaches its conclusion.

Each activity:

1. Connects one state to another
2. Is performed by a specific role or group
3. Requires or generates information

How to Name an Activity

Since an activity represents an action, always use verbs in the naming. This makes it clear that something is being done.

Examples:

• Submit Report
• Approve Claim
• Verify Payment
• Reject Application

👉 Tip: Think of activities as commands — they should be easy for the user to recognize as the action they are supposed to take.

Breaking Down an Activity

When defining an activity, consider these elements:

• Who performs it?
  The role or group responsible (e.g., Admin, Manager, Customer).
• Why is it done?
  The objective or business purpose (e.g., To confirm a payment is valid).
• When does it happen?
  The trigger or condition (e.g., After receiving payment proof).
• What information is needed?
  Inputs required to perform the action (e.g., Invoice number, bank receipt).
• What information is created?
  Outputs or updates generated (e.g., Payment verification status).

Example: Verify Payment

• Who: Admin
• Why: Confirm payment before closing the case
• When: After receiving payment proof
• Information Needed: Invoice number, bank receipt
• Information Created: Payment verification status
• Relation to Objective: Ensures the financial transaction is valid

Tips for Configuring Activities

When adding activities to your process canvas:

• ✅ Name with verbs to make the action clear.
• ✅ Ask: What’s the objective of this activity?
• ✅ Define who is responsible for performing it.
• ✅ Clarify when it should take place in the process.
• ✅ Identify what information is needed and what information is produced.

Why Activities Matter

Activities bring your process to life. Without them, states remain disconnected checkpoints. By carefully designing activities, you ensure:

• Clarity – users know exactly what action to take.
• Accountability – the right role is assigned to the right task.
• Traceability – inputs and outputs are well-documented.
• Flow – items move smoothly between states without confusion.

Final Thought

If states are the “where” in your process, then activities are the “how.” Together, they create a clear, actionable workflow.

When designing activities, think like this: What action moves my process forward, who does it, and what does it achieve? If you can answer that, you’ve built a solid activity.