Base Workflow: Set up conditional assignee in a stage of the workflow in

Sửa đổi trên: Sat, 17 Tháng 8, 2024 tại 11:04 SA

1, Purpose 

In the same process stream, each task can be assigned to a different assignee based on each condition of the task. 

Users need to manually forward and assign tasks, which is easily confusing and time-consuming because they need to review the data to assign the tasks to the right person. 

So, Base has developed and updated the onditional assignee feature, which allows you to assign tasks faster and more accurately based on predefined conditions.

2, Instructions

Question: During the Contract Initiation stage of the Payment Completion Workflow, if the value of the contract is less than 200 million, the task is assigned to the accountant to perform, and if the contract value is greater than or equal to 200 million to the Chief Accountant to carry out the task during the Conditions of Payment Check stage.

Step 1:  You access the Base Workflow app from the app menu or link https://workflow.base.vn/ and click in the workflow

Step 2: Create a custom field: "Contract Value" on the "Contract Initiation" stage

Step 3: Set the assignment logic for "Contract Initiation" stage

a/ Note that this feature supports four logic: 
- Unassign the job. Let the stage managers decide

- Let the current assignee reassign 

- Reassign to a random person

- Reassign the the person with least number of jobs 

b/ When the rest of the assignment logic is setup, the task is assigned following the logic and not following the condition setup:

- Keep the assignee from previous stage

- Reassign to the first assignee of the job (first stage)

- Reassign to previous assignee in chose stage

So in order to install a conditional assignee, you need to select one of the four assignment logic in (a) mentioned.

Step 4: After choosing one of four logic above, on the stage editting form, Select "Yes" on "Allow setup conditional assignee" options and click on "Set up condition".

a, Standard Conditions: Supports the condition of the following information fields:

- Job creator. 

- Group of job creator

- Previous assignee

- Group of previous assignee 

- Tags

- Contract value

b, Conditions containing formula: Support the calculation of the following custom field types: 

- Integer

- Float

- Single Select dropdown 

- Multi Select dropdown 

Step 5: Set up condition

Advanced Options: 

1. Allow automatically assign job to the only person who satisfies the condition: YES/NO

Only applies when the assignment logic is "Unassign the job. Let the stage managers decide" and after the calculation only one person receives the job satisfied with the conditions of the stage. 

(For other assignment logic, this option does not affect the assignment calculation.)

-  Choose "Yes": When the task is moved to the next stage, the assignee is automatically assigned the conditional satisfaction. 

- Choose "No": When the task is moved to the next phase, it will not be assigned to anyone and the stage manager will decide who to assign. 

2. How to choose assignees when the job meets multiple conditions?

When a task fulfils more than one condition, which block can be installed to get a assignee of the task?

- Choose assignees of all satisfied conditions: In cases where a assignee is satisfied with more than two blocks of conditions, he appears only once on the list of assignees. 

- Choose assignees of first satisfied conditions: Get a list of assignees from the first satisfying block.

Click Save to complete

Now, you can handle assignment automatically to a right qualified assignee.

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