Task Assignment Policies

There are multiple assignment policies according to which tasks get assigned to the user –

Random user from role

This policy allows users to assign the task to a random user based on their role in the app.
When you select this policy it will ask you the below properties:

1. Which role: Select the role of the users from the list to which you want to assign the task. (For example, If you select “Object collector”, it will assign the task to any of the users having an object collector role.)
2. Escalation Notification: This property is used to set the email ID of the user to which the notification will be sent if no user for the selected role was found.

Specific user

This policy is used to assign the task to a fixed user.
This policy needs the user to configure the following property:

1. Which User: This property is used to set the user to which the task should get assigned. You can only choose one user to assign the task to.

Task Escalation Users

This policy is used to assign the task to the user which is available first from the specified users list.
To set the escalation users and notification, you need to set below properties:

1. Escalation Notification: This property is used to set the email ID of the user to which the notification will be sent if no user for the selected role/group is found.
2. Task Escalation: This property is used to set the users list for task escalation. On click of “Select Users” button, a pop up will open and the users’ list will be shown. You need to select the users in the sequence in which you want the form to get escalated. The selected list will be shown on the right side.

User from other steps

This policy is used to assign the task to the user who is referred to in another previous step.
To configure the referenced user follow the steps below:

1. Select the step id from which you want the referenced user to assign the current task to. For example: “Start On Student Information”.
2. Select the user reference field from that step to which you want to assign the current step. For example: If you want the current step to be assigned to the user who filled the start step (Start On Student Information), select the “Student Information creator” field from the Student Information form. 
3. Save the configuration and save the workflow.

Broadcast & Pick

This policy is used to make the task available to a set of users based on their role/group. Any user who has the task available to them, can pick the task or release it after picking it. Once you pick the task, it will show the “Release” button on the bottom right corner and when you release the task, it will show the “Pick” button so that the task can be picked again by any of the users.

You need to configure the below setting:

1. Selection Type: This property has 2 choices: Role and Group
   1. Role: This choice is used to make the task available to the selected role’s users.
   2. Group: This option is used to make the task available to the users having the same choice of references from the user form and the references in the creator of any form.
2. Select role: This property is used to specify the role of the app user to whom the task should be made available.
3. Reference user field: This section is visible when you select the “Group” option in the “Selection Type” property. This section is used to set the references from the user form and the form from which you need to compare those references.

To configure the group settings, follow the below steps:

1. Select the group (reference choice field) from the “user form” to compare these references in other forms to make the task available to the users having the matching reference and click on “Add” and “Next” to select the reference field to compare from the previous steps.
2. Select the form from the previous steps to compare the references of the user form with.
3. Select the reference field from the above-selected form to compare the reference field of the user form and then assign this task to the users having these selected references in their creator field.