Set up step assignment

For a data entry workflow task, to be executed, set up the step assignment.

Assignment types

You have several options to assign a workflow step to the desired assignee(s), see table below:

Type	Description
User	Assign a specific user. The assigned user executes the workflow task.
Team	Assign a team. Each member of the team can execute the workflow task.
Role	Assign a role. Each user with this role can execute the workflow task.
Hierarchy	Enter a hierarchy and define the hierarchy level. The workflow determines the assignee as follows: It identifies the user who started the workflow. It locates this user's position in the selected hierarchy. It goes up the defined number of levels from this position. It assigns the step to the user found at that level. Note The defined hierarchy level can be higher than the number of levels above the user who started the workflow. In this case, the workflow assigns the step to the user at the highest existing level.
Field	Define a field from the workflow document that represents the assignee. Make sure this field is filled in during an earlier step of the workflow. To indicate the type of value, also define the Field type. You can also enter a hierarchy and hierarchy level here. In this case, the workflow determines the assignee in the same way as for the type Hierarchy. However, it starts with the assignee defined in the field, instead of the user who started the workflow. Note An assignment of type Field is not applicable to the first step of a workflow.

Note
Step assignments on the first data entry workflow step define who can start the workflow:
User: The assigned user can start the workflow.
Team: Each member of the team can start the workflow.
Role: Each user with this role can start the workflow.
Hierarchy: All users in the hierarchy can start the workflow.
Field: Not applicable to the first step of a workflow.

Company-specific assignment

If no target company is defined for the data entry workflow, the company in which the workflow is started is the company in which the workflow is executed. In this case, you can setup a different step assignment for different companies.

Assignment conditions

You can define conditions for each step assignment, except for the first step of a data entry workflow. An assignment with conditions is only applied to a step if all conditions are met.

Example of assignment conditions:

An order exceeding a sales amount of $ 50,000 must be approved by the sales clerk’s manager.
An order exceeding a sales amount of $200,000 must be approved by the manager of the sales clerk’s manager.

In this case, set up two assignment lines with the applicable hierarchy:

An assignment with Hierarchy level = 1 and a condition on the sales amount with Range = 50,000-200,000.
An assignment with Hierarchy level = 2 and a condition on the sales amount with Range = >200,000.

Steps

Go to Data entry workflow > Design > Data entry workflow templates.
In the list, click the link of the desired data entry workflow template.
Click Edit.
In the Workflow diagram section, select the desired step.
Note
- Make sure the Steps section is in edit mode.
- You can also select the desired step in the Steps section, in the tree.
In the Steps section, click the Assignment tab.
Click Add assignment.
In the Type field, select an option.
In the Assignment field, enter or select a value.
Note
- Depending on the selected type, in the lookup, the related available options are shown. For example, if the type is 'Team', all available teams are shown.
- If the type is Field, you can only use fields that exist in the workflow document. The field lookup has several options to filter the workflow document fields that are shown:
  - Document record: Only shows fields of a specific workflow document record.
  - Step: Only shows fields of a specific step.
  - From previous steps: If this check box is selected, only fields are shown that are defined for previous steps.
If the assignment type is Hierarchy, define the hierarchy level: the number of levels to go up in the hierarchy to find the assignee.
In the Hierarchy level field, select the desired level.
Note
On the first step of a data entry workflow, the hierarchy level is not applied.
If the assignment type is Field, click Save, and indicate the value type of the selected field.
You can find the related fields in the Field assignment group below the grid: Field type, Hierarchy name, and Hierarchy level.
You can select one of these value types:
- User ID: The define user executes the workflow task.
- Worker record ID: The related User ID is identified and used as assignee for the workflow task.
- Personnel number: The related User ID is identified and used as assignee for the workflow task.
In the Field type field, select a value.
If the assignment type is Field, you can also apply a hierarchy and hierarchy level. In this case, the workflow determines the assignee based on the hierarchy.
In the Hierarchy name field, select a hierarchy.
If the assignment type is Field, and you defined a Hierarchy name, also define the hierarchy level: the number of levels to go up in the hierarchy to find the assignee.
In the Hierarchy level field, select the desired level.
Sub-task: Define companies to which the assignment applies.
1. On the Assignment tab, in the list, find and select the desired assignment.
2. Click Assigned organizations.
3. Select and add the desired companies.
4. Close the page.
Sub-task: Define conditions that apply to an assignment.
1. On the Assignment tab, in the list, find and select the desired assignment.
2. Click Conditions.
  Note
  You cannot define assignment conditions for the first step in a data entry workflow.
3. Click Add.
4. Define the field which values you want to use to set a condition.
  In the Record field field, enter or select a value.
  Note
  You can only use fields that exist in the workflow document. The field lookup has several options to filter the workflow document fields that are shown:
  - Document record: Only shows fields of a specific workflow document record.
  - Step: Only shows fields of a specific step.
  - From previous steps: If this check box is selected, only fields are shown that are defined for previous steps.
5. Define the range of values that define the condition. The data entry workflow step only applies to the defined range of values.
  In the Range field, enter or select a value.
6. Close the page.
Sub-task: Set up step assignment email notification.
1. You can enable step assignment notification emails to be sent when the data entry workflow step is due. The assignment type defines to whom a notification email is sent:
  - User: The email is sent to the defined user.
  - Role: The email is sent to all users with the defined role.
  - Team: The email is sent to all users in the team.
  - Hierarchy: The email is sent to the user found based on the defined hierarchy and hierarchy level.
  On the Assignments tab, for the desired assignment, select the Enable email check box.
  Note
  - Fill in the Notification email template as well.
  - A data entry workflow task can be started from Connectivity Studio. You can define an email notification for the first step assignees. This prevents an automatically started data entry workflow task from not being noticed by the assignees. See also: Connectivity studio integration and Master data management studio integration.
2. You can use an existing system email template or create a new template.
  In a system email template, you can use these data entry workflow tags:
  - WorkflowId: In the email, this tag is replaced by the applicable workflow ID.
  - TemplateName: In the email, this tag is replaced by the applicable workflow template name.
  - StepName: In the email, this tag is replaced by the name of the applicable workflow step.
  - StepDescription: In the email, this tag is replaced by the name of the applicable workflow step description.
  - TitleFields: In the email, this tag is replaced by the title fields of the applicable workflow.
  - WorkspaceURL: In the email, this tag is replaced by the URL of the Data entry workflow management workspace. The workspace shows the Open tasks assigned to me tab for the applicable user.
  In the Notification email template field, enter or select the desired system email template.
  Note
  To be able to send email notifications, make sure, these fields have the same user name defined:
  - System email templates page, Sender email.
  - Email parameters page, SMTP settings tab, User name.

Notes
For fuzzy duplicate steps, the step assignment is applied only if possible duplicates are found.
Example of a system email template setup:
Hello,
A new workflow task is created for workflow %WorkflowId%.
Record details: %TitleFields%.
<a href = "%WorkspaceURL%">Go to Open tasks assigned to me</a>.