How to use the Assignment Workflow?
What is the Assignment Workflow?
The assignment workflow module allows agencies to build multiple workflow processes for document approval. Assignments can have a document or image associated, but no files are required.
Usually, actions that result in expenses, authorization to drop charges, or authorization to conflict out of a case are processes that require approval. Some agencies use tools embedded in email systems to more or less duplicate this type of flow.
This module allows agencies to create multiple workflows while recording all the steps inside the database.
The Assignment Workflow works in such a way that it creates and assigns all the steps at the time it was triggered. So, when one of the steps has a relationship as a member of the step, that relationship must exist as current in the case. You cannot add the relationship to the case during the steps, expecting to use it in one of the next steps, because, as said, at the moment we trigger the workflow all steps are created and assigned to the members of the step.
How to use the Assignment Workflow?
From the Image tab, a user can select a record and send it to a predefined workflow by selecting the record > Right click Menu > Add to Assignment Workflow
After the assignment is submitted, the approver from Step 1 can receive an email with the document attached if the Email to First Approver template is configured.
Each approver can also see all their pending approvals in the My STAC > My Assignments
After the image is submitted, the image log displays records indicating the progress of the approval process.My Assignments
If the user is an Approver, they will be able to see the assignments that are pending their approval. The My STAC and My Assignments menu will light up Orange to indicate a pending action.
The approver screen displays all pending assignments. The approver can see the Preview of the record, details, and log in the Detail section on the right side of the screen.
Once an assignment(s) is selected, the user can Approve, Decline, or add a comment. The users can take an action by the action buttons on the header or via the right click menu.
If a document is merged and then triggered to be added to an Assignment workflow:
It is important to understand that Approvers are NOT able to edit the Document if it is in an Assignment Workflow. The approver will need to add a comment and decline the document from the My Assignment screen. If the workflow is configured with an email template for declined requests, then STAC will send an email to the creator of the workflow indicating the document was declined. (the email varies based on what template each circuit has created and selected for when Assignments are rejected)
The creator of the document will need to remerge and make the necessary corrections, then approve the document on the Pending Document screen in order to trigger the Assignment workflow with the new/corrected document to be resent to the Workflow Approver.
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