1. Data Management
  2. Data Entry Workflow
  3. Activities

Assign step to user, team, or role
Application task

Assign each workflow step to the responsible user, team, or role.

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 assign a different user, team, or role for different companies.

You can define conditions for each step assignment. An assignment with conditions is only applied to a step if all conditions are met.


Standard procedure

1. Go to Data entry workflow > Design > Data entry workflow templates.
2. In the list, click the link of the desired data entry workflow template.
3. Click Edit.
4. 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.
5. In the Steps section, click the Assignment tab.
6. Click Add assignment.
7. In the Type field, select an option.
8. 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.
9. Sub-task: Define companies to which the assignment applies.
  9.1 On the Assignment tab, in the list, find and select the desired assignment.
  9.2 Click Assigned organizations.
  9.3 Select and add the desired companies.
  9.4 Close the page.
10. Sub-task: Define conditions that apply to an assignment.
  10.1 On the Assignment tab, in the list, find and select the desired assignment.
  10.2 Click Conditions.
  10.3 Click Add.
  10.4 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.
  10.5 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.
  10.6 Close the page.
11. Sub-task: Set up step assignment email notification.
  11.1

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.
  On the Assignments tab, for the desired assignment, select the Enable email check box.
 

Note: Fill in the Notification email template as well.
  11.2

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:

    <p>Hello,</p>

    <p>A new workflow task is created for workflow <b>%WorkflowId%</b>.</p>

    <p>Record details: <b>%TitleFields%</b>.</p>

    <p><u><a href = "%WorkspaceURL%">Go to Open tasks assigned to me</a></u>.</p>

Related to Notes

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