Assignments

Use assignments to assign an action or responsibility to a project contact and to facilitate collaboration on a specific item.

Status workflows

You can assign a record to a project contact that needs to take action on it. The assignee is notified via email. If default assignees were set for the record at the record settings level, they are added automatically to the new record, and the status of the record changes to the first non-draft status.

  1. In the record, select Assign.
  2. Select Add.
  3. Select Sort to change the sort order.
  4. Select Filter to display only members or distribution lists.
  5. Select (Selected icon) the contacts and select Confirm.
  6. Select Set Due Date and choose a date.
  1. In record list view, select Filter.
  2. On the Filters page, select Assigned to Me and Open.
  3. Select Apply filters.
  1. In the record, in the Details section, select Assigned To.
  2. On the contact card, select Checkmark icon - OK.
  1. In the record, in the Details section, select Assigned To.
  2. On the contact card, select delete icon.

Template workflows

Workflow templates are not applicable for Free or Go projects.

  • Like workflow statuses, if you have permissions in workflow templates, you can add an assignee to the Assign/Assign to section in a record view. In addition, you can mark that assignment as required.
  • Unlike workflow statuses, workflow templates must have an assignee for all steps leading up to the final step. If your administrator did not add an assignee to a step when the workflow template was created, when you select Submit the Add assignees to next step page displays. You are required to select an assignee, or the template manager, before the record can advance to the next step.
  • In templates it is not necessary to mark an assignments as done since completion of a step moves the workflow forward. The final step closes the record.
  1. In the record, select Assign/Assign to.
  2. Select Add.
  3. Select Sort to change the sort order.
  4. Select Filter to display only members or distribution lists.
  5. Select (Selected icon) a contact(s), and then select Confirm.

    6. The Assigned to page displays.

    If there are two or more assignees marked as required to respond, the workflow moves forward when one of the assignees responds.

  6. To make the response required by an assignee, select More icon, and select Response required.

    7. A gray check mark displays on the avatar of the assignee who must provide a response.

  7. To return to the record view, select <.
  8. To save your updates, select save icon, then select x to return to the records list.

    9. A pop-up message displays: [Record] updated.

  1. In a record, select Assign/Assign to.

    2. The Assigned to page displays.

  2. For the assignee you want to remove, select more icon next to their name.
  3. Select Delete.

    4. A Delete Assignment? confirmation message displays.

  4. To cancel this action and return to the Assigned to page, select Cancel.

    5. —Or—

    To remove the assignment from the Assigned to page, select Delete.

  5. To return to the record view, select <.
  6. To save your updates, select save icon, then select x to return to the records list.

    7. A pop-up message displays: [Record] updated.

  1. In a record, select Assign/Assign to.
  2. For the assignee you want to edit, select more icon next to their name.
  3. To no longer require a response, select No response required.

    4. A gray check mark no longer displays on their avatar and the Assigned to page displays.

  4. To return to the record view, select <.
  5. To save your updates, select save icon, then select x to return to the records list.

    6. A pop-up message displays: [Record] updated.

  1. In record list view, select Filter.
  2. On the Filters page, select Assigned to Me and Open.
  3. Select Apply filters.

In workflow templates each step must have an assignee.

If your administrator did not add an assignee to a step when the workflow template was created, when you select Submit the Add assignees to next step page displays. You are required to select an assignee, or the template manager, before the record can advance to the next step.

  1. On the Add assignees to next step page, select Add.
  2. Select Sort to change the sort order.
  3. Select Filter to display only members or distribution lists.
  4. Select (Selected icon) a contact(s), then select Confirm.

    5. The Add assignees to next step page displays.

  5. To make a response required by an assignee, select More icon, and then select Response required.

    6. A gray check mark displays on the avatar of the assignee who must provide a response.

  6. Select Save.

    7. A pop-up message displays: [Record] updated.

    The records list displays.