Step by step with Assignment is created in the same way as an All-in One (Checklist), and a Step-by-Step workflow, however in this style of workflow you have the ability to assign a step to an individual, a department, or a role.
If assigned a step the user doesn’t require any access rights within the workflows system access area, they will also only see their steps of the workflow.
1. Click on the ‘+ Define new Workflow’ button
2. Complete the template as for All-in one (Checklist) but select Step By Step with Assignment as the style
3. Click on the ‘Save’ button
4. Click on the ‘+ Add Section’ button within the Contents area to add your steps
For each step there is an additional area available titled User/Role, it is this area where you can designate a step or assign a step to a specific user, role, or department. (All users, roles, and departments have to be part of your organisation department hierarchy and a user part of the contacts module). If the Workflow Owner check box is ticked, this step will be allocated to the individual designated as the workflow owner when a workflow is started.
5. To add a user, click on the ‘Edit’ button or click on the area titled User/Role to put the page into edit mode.
6. Start typing the users name and select from the available list, to select a role, start typing the word Role, and select from the available list, to select a department start typing the word Department and select from the available list.
There is also the ability to capture due dates after the start of the workflow, or the number of days before the end of the workflow. Dates are calculated based on the workflow start date.
7. To add in a date period, type in the number of days within one of the available Days Due After Start, or Days Due Before End boxes
8. Once all steps have been entered, users, roles, or departments assigned to the required steps, and any date periods enter, click on the ‘Save’ button.
As with the Step-by-step workflow there is a details button available to add further options for each step.
It is also possible to add users, roles, or departments to individual workflows after they have started. Start the workflow and use the ‘Edit’ button to add in the User/Role information, these individuals will be notified via Centrik and via email.