Creating and Using Assignment Roles

Last Updated: 12/11/2018 Introduced in Version: 2.0

Assignment roles are used to define responsibilities such as Designer, Analyst, Manager, or Change Advisor. Each role is comprised of groups and users. Entities such as To Dos, forms, reports, pages, or service catalog items can be assigned to assignment roles, as well as users and groups.

To create an assignment role, navigate to System > System Data > Assignment Roles and click the Create Assignment Role button.

Example

In the example, we will:

  1. Create an assignment role.
  2. Add an account and a group to the assignment role.
  3. Access a flow, then assign a form in the flow to the assignment role.
  4. Run the flow.
  5. Navigate to the My Home folder to see the task assigned to us in the Tasks list.

We will begin in the portal by navigating to System > System Data > Assignment Roles and clicking the Create Assignment Role button.

 

 

In the resulting Create Assignment Role pop-up, we will select the Name field and type “Assignment_Role”.

Next to the Default Accounts list, we will select the Add New link.

 

 

In the resulting Select Account pop-up, we will select our own account, admin@decisions.com, and click OK.

 

 

Next to the Default Groups list, we will click the Add New link.

 
 

In the resulting Select Group pop-up, we will select the Administrators group and click OK.

 

 

This completes our assignment role, so we will click Save.

 

 

To see our new assignment role in action, we will navigate to our Designer Project folder, Designer Folder. We will select a pre-designed flow called UserInfo Flow and click the Edit link.

 

 

In the Flow Designer, we will select our flow’s primary step – an interaction form called Leave Request Form.

 

 

In the Properties panel, under the Assignment Setup section, we will select Assigned in the Assignment Type drop down.

 

 

Selecting edit in the above field (Assignment) allows a popup window to change settings of the assignment. For Assignment Name, we will select a Mapping type of Constant and fill in Value with “Assigned to Role”. For Assignment Action Name, we will select a Mapping type of Constant and fill in Value with “Form”.

 

 

 Under the section Form Assignment > Assign > Assign To Role select the Pick link. In the resulting Select Assignment Role pop-up, we will select Assignment_Role and click OK.
 
 

This completes our flow, so we will save it and close the Flow Designer.

 

Back in Designer Folder, we will select our flow and, in its Action menu, we will select Run [Advanced] > Run Flow.

 

 

The form in our flow is assigned to us. To see the assignment, we will decline to fill the form out immediately by clicking No.

 We will navigate to the My Home folder where we will find the Assigned to Role task listed in the Tasks panel.

 

 

Additional Resources