Creating and completing assignments
Assignments transfer information and responsibility for task execution to the correct person. Assignments can be used, for instance, to request a colleague to look over a proposal before it is sent to the customer.
Assignments can be included in a workflow, or they can be independent. For more information on automatic assignments included in workflows, refer to Assign to user.
Video: How To Create and Complete Assignments in
To submit a new assignment, create a new Assignment object. Because assignments are objects, you can define the same assignment for several objects. Or, inversely, add several different objects to the same assignment. For example, you can assign several drafts to a colleague for inspection with a single assignment.
Because the assignments are separate objects, they have their own version history and permissions. For this reason, the document and assignment included in it can have separate permissions, and therefore only a user who has reading rights to the document can mark the assignment completed. The user does not need to have rights to edit the document, meaning that users with a read-only license to can also mark the assignment completed.
You can add contextual information to assignments with different methods:
- Create an assignment and add objects to it either with drag and drop or the Add File function from the context menu.
- Select one or more documents and select Assignment in the Create menu.
- Create an assignment without adding an object to it and define the entire task in the description field of the assignment.
Metadata related to assignments
Assignment description
Add a free-form description of the task. The assignment notice by email displays the description to the person to whom the task was assigned.
Assigned to
Select the persons you wish to assign the task to. You can add more users by clicking the plus button (+) on the toolbar. Whenever an assignment is a separate object, all persons to whom the task was assigned must mark the assignment as complete before it is switched to the "complete" state.
Deadline
If desired, you can select a deadline for the assignment. The user gets an automatic reminder if he has not marked the assignment as completed when the deadline is approaching. The reminder will be sent using a common notification rule which can be deleted by the administrator.
The deadline can also be useful for creating views. The administrator or user can create a view to display objects whose deadline is approaching. For more information about views, refer to Creating a view.
Monitored by
You can use the Monitored by field to define the users you wish to notify every time a task is marked as complete. The person submitting the assignment is automatically defined as a task monitor as soon as the object is saved for the first time. Once the property has been automatically or manually added to the metadata card, you can change or add more monitors by clicking the plus button (+) on the toolbar.
Mark as complete icon
You can mark the assignment complete by clicking the icon next to the Assigned to field.