The next step towards effective functioning of a process is selecting your audience for assignment and sharing. Assignment means that the users will be able to see the process on the To Do list and can submit the same, whereas sharing will allow users to see the report for their submissions. This section also describes how to delete, copy and make a process public.
|Assign and share the process to the users individually, with the “User” filter enabled.
Search through the users name under “User” column or use the “Search” field to search for the user in question. Then from the “Assign/Share for” column, click on “10/10 stores” (varies on coverage type and number) icon and under “Assign” & “Share” column on the dialog box that appears, check the store that you want to assign to the user and share the reports of the stores that you want to share with the user. Additionally, on this window if the store list is too long and you want to assign and share a select few stores to the user then you can also use “Search” field or the “Resource” filter from above to select those stores and then assign & share them to the user.
|Assign and share the process to the stores individually, with the “Coverage(Store)” filter enabled. Furthermore, “Roles” will allow you to assign & share using roles as a reference point. Lastly, if you have created a resource of users earlier, then the “Resource” filter will allow you to assign & share using that resource as a filter.
|Auto Assign Share
|“Auto Assign” will allow you to assign & share automatically the stores with the respective users based on their store mapping (If a user while creating a user ID was mapped against Store A, he will be automatically assigned and shared the report of only that store). “Auto Share” option will share the reports with “n” level(s) of managers of all assignees.
|This option will help you assign easily by copying the assignees of other process, this will only work if the coverage of other process is similar.
|It will lock assignments & sharing permissions to roles.
|Bulk Assign Share
|Click on the bulk assign and share icon which is stationed next to the Search filed. From the new dialog box, you can either click on “Assignment/Sharing” or “Sample” option to download a relevant template which has existing assignment/sharing information. Once, downloaded, you will need to enter the datain 4 colums.; in first column you need to key-in the coverage name, second column has to be filled with the assignee username/user ID and lastly in the next two columns you need to define assign & share rights by either keying in “yes” or “no” data. Once the relevant data is populated, remove all formats and save the file and then upload it in the same window by clicking on “Choose File” selecting the file and then hitting “Submit”. Before uploading the data, always bear in mind that if the coverage that you have listed on the sheet is not part of the process coverage yet, then the upload for that entity will fail. Always, add the entity in the process coverage first and then upload the data; moreover, to avoid failures always copy/download the coverage name and assignee ID from the system itself. Furthermore, before uploading the data if you want to remove any existing assignees of the process you can check the ” Remove all current assignments and sharing before uploading the new assignments” box. As soon as the data is uploaded, it will take somewhere between 1-3 hours for the assignments to show on the front end, the hours taken will largely depend on the size of the file
|From the same 3 ellipsis drop down option you can “Delete” a process, Conduct a “Handover” of the process within similar roles, Assign people to different levels if the process serial workflow was configured on the questions, “Set Scope” to make a process “Public” and also Manage assignment rights by deciding which users are allowed to change the assignment and sharing settings for the process in the absence of the process Creator or Admin.
|Additionally, on the process listing screen under “Actions” column, you can also set “Reminders” for process completion for users based of date and time conditions – which can be sent either via Email or SMS. Furthermore, if you want to copy a process and build on it rather than creating from scratch, you can also use the icon next to “Reminders” to do so.
|Finally, once Create, Configure, Assign/Share steps are completed you can click on “Activate” under “Status” column, to activate the process. At any point if you want to modify anything on process properties level or question level, you can only do so by deactivating the process and then clicking on the “Edit icon” which is stationed next to “Copy” icon and it will only be visible once the process is deactive.
|Alternatively, right at the offset of creating a process, when you select the type of the process, below that you have two options to create a process. You can either click on “Create a new Process” and create a process from the scratch by following the above steps; or you can click on “Copy an existing Process” and build on an existing process. If the latter option is selected, you will see an option to choose from existing process list by clicking on “Choose Process”. The next window will show you a list of all the processes of this type, that you have created in the past and you be only able to select one process from that list to build on. As soon as the process is selected, the system will ask you to enter the name of the new process and then by clicking on “Continue” it will copy all the process properties and all the questions related to that process. To modify certain process properties you will have to save the process from the questionnaire screen first and then from the process listing screen click on “Modify” icon to modify the process properties; otherwise the system won’t allow you to modify its properties. However; whilst being on the questionnaire screen, you can create any new sections, subsections and questions and also modify all the existing sections, subsections and questions. Please bear in mind though, that whatever changes you make in the existing questions, will also reflect in the original process.