Managing Workflow

Assigning or Re-Assigning Workflow

Many entries in AssetChief will be assigned to users or roles so they can be alerted through email and then clearly see those items when using the application, through red highlighting and links in the Dashboard tab.

However, sometimes you will need to reassign items to a different user or role. You do this by going to the entry, then going to What's Next and selecting "Assign":

This will bring up a form as follows:

Here you can select the user or general role to assign the entry to. If you select a user, then an email will be sent to that user informing them of the assignment. They will also see the item highlighted in red, to indicate it's assigned to them, and references to the item will be found on their dashboard.

If you select a role, then emails will only be sent to those users who have the "Receive Emails?" set on their permissions for that role. Everyone who has that role will then see it highlighted, and any of them can act on that item, or they can choose to re-assign it to another user or another role.

Keep in mind that if you assign it to a role, you must be sure that the given role has access to the actions on that item. For example, if you assign a work order to someone in the Accounting role, and that person doesn't have the Asset Worker role, they will not be able to act on that work order.

Also in this form are some other options, which we'll explain below:

Remove My Assignment: If this is set to Yes, then the current logged-in user's assignment will be removed before assigning to the new person or role.

Remove User Assignment: If this is set to Yes, then the selected User's assignment will be removed instead of added.

Keep Visible To Me: This is only used if the user has the "Assigned XXX" role, which filters to show only items that are assigned to the user, and they want to see the item still even though it won't be assigned to them. This can be useful for tracking purposes.

Only Make Visible, No Assignment: This is only used if the user has the "Assigned XXX" role, which filters to show only items that are assigned to the user, and you want to make this entry visible to the selected user, but not assign it to them.