Configuring Assigned Form Task Assignees
  • 03 Jun 2022
  • 2 Minutes to read
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Configuring Assigned Form Task Assignees

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Article Summary

Overview

By creating Assignments, Admins and Designers can assign Forms and Tasks to specific User Accounts  or Groups for completion. The principal effect of assigning a Form is that it appears in the Tasks list (Inbox in the Decisions Studio/Portal) of every person to whom it is assigned. Additionally, by default, the Assignee is sent an Email to that task.

By utilizing the Properties provided in an Assignment, users may declare a designated Assignee by inputting an Email Address, Group Name, or an Account Name that matches an existing Account in a Decisions environment. The following document discusses the options for configuration about the Assignees of Assigned Forms from a Flow. 


Assignment Type 

Assigned Forms in Flows offer four primary Assignment via the Assignment Type Input found in the Properties tab of a Form.

These options are presented in the form of a drop-down menu and are as follows:

OptionFunction
InSessionAssigns the Assignment automatically to the current user of the Flow running the form. This is useful in processes involving multiple Forms; the first Form could be set to Assigned and then subsequent forms could use an InSession Assignment Type, which would direct the assignment to the initial Assignee.
AssignedAssigns the Form to a user-defined Assignee. This can be a specific Account(s), Group(s), Permission(s), Email(s) or Role(s).

These assignees are added via the Assign To Input that appears upon selection of this type. The Assigned Assignment Type enables the Assignment Setup (see following section) category of settings, allowing users to specify more detailed aspects of the Assignment. 
AssignedToGuestAssigns the Form to a Guest Account via Email. This particular option is helpful in situations that require an anonymous response to a task.
AssignedToNamedSession
Assigns the Form to a designated Named Session allowing the ability to pass in user credential without exposing their respective Account information.  Named Sessions are selected via the Named Session Entity Picker. 

Assignment Setup

Selecting the Assigned from the Assignment Type options, triggers the appearance of the Assignment Setup category in the Properties tab. Selecting the EDIT button beside the Property provides some additional configurations relating to Assignment Data, Assignees, and the scheduled Dates related to an Assignment. The From Data Properties allow the ability to map in specific Accounts, Groups, and Roles as recipients of an Assigned Form. 

Assignment Using an Array of Users/Groups

From the Accounts and Groups Input in the Assignment Setup, Designers may specify a combination of User Accounts and/or Groups, as the origin of the Assignment. This option can be used to pass in variables representing an Email Address, even for a single user. 

Build Array Mapping 
Note that a collection of user Email Addresses cannot be used as Input as this configuration only allows a single String Input.

To enable the use of multiple Email Addresses, select the Build Array option; this will allow the user to specify individual items into a List of String

Assign by Role

The Assignment by Role option allows for a Task to be assigned to any User Account or Group defined as having a certain role. These Roles are specified in the Decisions Studio via System > Common Data Elements > Assignment Roles.

Exclude Accounts and Groups 

If a specific Group is designated by the Accounts and Groups Input, but a user wants to exclude a part of that Group, they may use the Exclude Accounts and Groups Property.

For example, if a group called "Test Group" containing a specific user and others is designated in Accounts and Groups and that user is designated in the Exclude Accounts and Groups setting, all users within the Group besides the specified exclusion will receive the Assignment



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