Option: Assignment Type - Workflow - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Workflow

Platform
OnBase
Product
Workflow
Release
Foundation 22.1
License
Premier
Standard

The Assignment Type drop-down list allows you to select the type of assignment you want to perform. The assignment type options are as follows:

  • Assistant of Logged in User - This option specifies that documents should be assigned to all of the assistants of the currently logged in user as defined by the Organization Chart. If the currently logged in user does not have any assistants, the action will not be successful with this setting.

  • Assistant of User Specified in Keyword Value - This option allows you to specify a Keyword Type from which to take the user to which the Assistant belongs. Select the appropriate Keyword Type that you want to take the value from to determine the user from the Keyword Type drop-down list.

  • Assistant of User Specified in Property - This option allows you to specify a property from which to take the user to which the Assistant belongs. Enter the appropriate property name that you want to take the value from to determine the user from the Property Name field. Optionally, you can specify a Required Role.

    Note:

    In order for documents to be assigned to the Assistant of Logged In User, the Assistant must be configured as a member of the queue. If this is configured and Assistants are not members of the queue, documents will be put into the <Unassigned> category. In order for documents to be assigned to the Assistant of User Specified in Keyword Value or Assistant of User Specified in Property, both the Assistant and the user specified in the Keyword value or Property must be configured as a member of the queue. If this is configured and Assistants and users are not members of the queue, documents will be put into the <Unassigned> category.

  • Current User - The Current User option specifies that the documents should be assigned to the user currently logged in and executing the task, assuming that the user has been assigned as a member of the load balancing queue.

    Note:

    If using this option in conjunction with a load-balanced queue, the option is only available when the load-balanced queue has users as members.

  • Default User - The Default User option allows you to assign the document to the user specified as the Default Recipient during membership configuration.

  • In Order - This option will distribute documents in the order the user groups are listed in the load balancing queue

  • Get User Name, Group or Role from Keyword - When Get User Name, Group or Role from Keyword is selected a Keyword Type field is displayed. Select the appropriate Keyword Type from which to acquire the value.

    Note:

    When Get User Name, Group, or Role from Keyword is selected and the action is configured with a related document as the target, the value is taken from the Keyword on the primary document, not a related document.

  • Get User Name, Group or Role from Property - When Get User Name, Group or Role from Property is selected, a Property Name field is displayed. Enter the name of the property from which you want to acquire the value.

    Note:

    The Get User Name, Group, or Role from Property option is not supported in the OnBase Client Classic Workflow interface.

  • Manager of Logged in User - This option specifies that the document should be assigned to the manager of the currently logged in user, as specified in the Organizational Chart. Optionally, you can specify a Required Role. When a Required Role is specified, it requires that the manager that the document is assigned to has the specified role in the Organization Chart. If the immediate manager is not assigned the selected role, Workflow will move up a managerial tier until it finds a manager with the specified role. If a manager cannot be found with the selected role, the document will be assigned the <Unassigned> status.

  • Manager of User Specified in Keyword Value - This option allows you to specify a Keyword Type from which to take the user to which the Manager belongs. Select the appropriate Keyword Type that you want to take the value from to determine the user from the Keyword Name drop-down list. Optionally, you can specify a Required Role. When a Required Role is specified, it requires that the manager that the document is assigned to is assigned to the specified role in the Organization Chart. If the immediate manager is not assigned to the selected role, Workflow will move up a managerial tier until it finds a manager with the specified role. If a manager cannot be found with the selected role, the document will be assigned the <Unassigned> status.

  • Manager of User Specified in Property - This option allows you to specify a property from which to take the user to which the Manager belongs. Enter the appropriate property name that you want to take the value from to determine the user from the Property Name field. Optionally, you can specify a Required Role. When a Required Role is specified, it requires that the manager that the document is assigned to is assigned to the specified role in the Organization Chart. If the immediate manager is not assigned to the selected role, Workflow will move up a managerial tier until it finds a manager with the specified role. If a manager cannot be found with the selected role, the document will be assigned the <Unassigned> status.

    Note:

    In order for documents to be assigned to the Manager of Logged In User, Manager of User Specified in Keyword Value or Manager of User Specified in Property, the Manager must be configured as a member of the queue. If this is configured and Managers are not members of the queue, documents will be put into the <Unassigned> category.

  • Prompt for User, Group or Role - This option will prompt the user to select the appropriate user group to assign to documents. The user groups listed in the prompt are the user groups selected as members of the load balancing queue. When Prompt for User, Group or Role is selected, the Replaced Assignment drop-down list is displayed. Selecting one of the following options selects which current user assignment to replace:

    • <None>- No user assignment is replaced.

    • <Current User>- The current user assignment is replaced. If the load balancing member type is User Group, then the user's User Groups are removed. If the load balancing member type is Role, then the user's Roles will be removed.

    • <All>- All assignments are removed.

    Note:

    The Prompt for User option is not supported in the OnBase Client Classic Workflow interface when user names contain two or more consecutive spaces.

  • Selected User, Group or Role - This option assigns the documents to the user selected in the Assigned User, Group or Role drop-down list.

    Note:

    The Assigned User, Group or Role drop-down list is populated based on the user group(s) assigned to load balancing queue selected in the Load Balancing Queue drop down select list.

  • Shortest Queue - This option assigns documents to the user group that has the fewest number of documents assigned to it.

Note:

When using any of the following assignment types, when multiple values exist, all values are used for document assignment: Assistant of User Specified in Keyword Value; Get User Name, Group or Role from Keyword; and Manager of User Specified in Keyword Value.

Note:

The following options are available only when the life cycle selected, primary item, or current queue is associated with an Organization Chart: Assistant of Logged in User, Assistant of User Specified in Keyword Value, Assistant of User Specified in Property, Manager of Logged in User, Manager of User Specified in Keyword Value, and Manager of User Specified in Property.

CAUTION:

When using the Assistant or Manager Assignment Type, never place these actions under system work, timer work, load balancing work, or any other automatic function. If these types of actions are placed into automation mode, the user logged in may not be the user that you would want documents assignments based on.

Note:

When the selected queue is <<Current Queue>>, the available assignment types are restricted to those that could apply to any queue in the life cycle, regardless of membership.