You can complete assignments given to you without any permission, even outside your campuses. To move people, end the workflow early or reassign other people's tasks, you will need to be a workflow manager or have the Full Write Workflows permission.
A person can be assigned a workflow task without having access to the workflow. They get temporary access to view the details of their assignment and give the outcome, which lasts until they finish the assignment. With more than one organization, a new assignee must have access that includes the workflow's organization, or the save is refused.
Assignments are shown on the user's home page under System Tasks.
Note: Make sure the System Tasks widget is on the global default dashboard so all users can see their assignments there.
The number in blue (above) shows the number of assignments for that workflow. Click the item to see the list of assignments.
The assignee is taken to the workflow's Assignments tab. The listing shows all of the assignments for this workflow they are allowed to see.
To see the details of an assignment and change some settings, click the three-dot menu at the start of the row and choose Edit. This is also where you can View visits to the assignment or Delete it, depending on your access.
Status options for assignments
While editing, these options are available:
Move - move the person to a different task in the current workflow or to a task in another workflow. Only workflow managers and those with Full Write Workflows can do this.
End Workflow Now - skip the current task and any remaining tasks and mark the person Done. Only workflow managers and those with Full Write Workflows can do this.
Assignee - the person responsible for completing the task. Workflow managers and those with Full Write Workflows can unassign themselves or another assignee by clicking the red X by the assignee's name and choosing someone else. Assignees without other permissions can transfer the task the same way if the workflow settings allow transfers. With more than one organization, the new assignee must have access that includes the workflow's organization.
Due By - the due date, which those with workflow editor access can change.
Status - the options are:
Not Started - the assignee has not started this task yet.
In Progress - the assignee has started but not finished. This updates automatically if the assignee adds a note.
Request Reassignment - (if enabled in the workflow editor) the assignee is asking for someone else to handle this task. Choosing this status reveals a required Reason field, so the request cannot be saved without an explanation. The reason is saved as a note on the assignment and stays visible on its Notes tab. Workflow managers are notified of the request. If there are no workflow managers, no notifications are sent, and those with Full Write Workflows can see and handle reassignment requests.
Unable to Complete - the assignee cannot complete the assignment, perhaps because they could not reach the person or the assignment no longer applies. This either ends the workflow or moves the person elsewhere, depending on the workflow's design.
Complete - the assignee has finished everything required for the task. This either ends the workflow or moves the person elsewhere, depending on the workflow's design. If the assignee may also send the person to Next Steps (other optional tasks), those options appear below for them to choose.
📸 SCREENSHOT NEEDED
Page: Edit Workflow Assignment modal, General tab
Show: The Status dropdown set to Request Reassignment with the required Reason textbox revealed below it, including its placeholder text "Please provide reason for requesting reassignment."
Highlight / state: Reason field empty and marked required; the info icon tooltip beside Reason reading "Comments will be added as a note to this assignment." visible if it can be captured.
Alignment: Center
To see how many assignments are in each status, click the Workflows link at the top of the page.
Assignees without workflow permissions who click a number see only their own assignments in that status. Workflow managers and those with read or write workflow permissions see every task in that status.
