Any person in the system can be assigned a workflow task. The assignee does not need access to the workflow to be given the task. In the case where they do not normally have access, they will be granted temporary access to the workflow to view the details of their assignment as well as provide the outcome. This will last until they finish their assignment.
Assignments are shown on the user's home page under the System Tasks area. Note: Ensure you have included the System Tasks widget in the global default dashboard so all users can see their assignments here.
The number in blue (above) shows the number of assignments for the given workflow. Click on the item to see the list of assignments.
The assignee is taken to the Workflow > Assignments tab. The listing shows all of the assignments for this workflow that are visible to them, depending on permissions.
The details of the assignment can be seen and changes to some settings can be made by clicking the 3-dots menu at the front of the row and choosing Edit. This is also where one can View visits to the assignment or Delete the assignment, depending on permissions.
Status Options for Assignments
While editing, the following options are available to the assignee:
Move - allows user to move the person to a different task in the current workflow or to an entirely different task (only for Workflow Managers and those with Full Write Automations permission)
End Workflow Now - will skip the current task and any remaining tasks and show they are Done (only for Workflow Managers and those with Full Write Automations permission)
Assignee - the person responsible for completing the task. Workflow Managers and those with Full Write Workflow permission can unassign themselves or another Assignee by clicking the red X by the assignee's name and choosing someone different to be assigned. Assignees without other permissions will be able to transfer to someone else using the same steps if the workflow settings allow transfers.
Due By - due date can be changed, if needed, by those with workflow editor access
Status - the different options available
Not Started - the assignee has not started on this task yet
In Progress - the assignee indicates that they have started by have not finished. This updates automatically if a note is added by the assignee.
Request Reassignment - (if enabled in the workflow editor) the assignee is requesting that another person handle this task. They must provide a reason if they select this status. A Workflow Manager will receive notification of the request. If there are not Workflow Managers, no notifications will be sent and those with Full Write Automations will be able to see and handle reassignment requests.
Unable to Complete - the assignee is indicating they cannot complete the assignment. Perhaps it's because they could not contact the person or the assignment no longer applies. This can either end the workflow or move someone elsewhere, depending on the design of the workflow.
Complete - the assignee is indicating that they have completed everything required for the task. This can either end the workflow or move the person somewhere else, depending on the design of the workflow. If they are allowed to also send the person to Next Steps (other optional tasks), the list of options will appear below for them to select.
You can see the current breakdown for each status the assignments can be in by clicking the Workflows link at the top of the page.
Clicking on a number will take Assignees without access to any of their own assignments that fall into the status they click. For Workflow Managers and those with read or write permissions to the workflows, they will see all tasks that fall under that status when they click on a number.
