Owner and User Selection assignment allows you to automatically assign action items to the right person, based on either the Owner role or set in one or more User Selection fields for the submission. This provides greater flexibility to dynamically assign action items based on submission criteria, without needing to manually route each action item to the correct user.
When configured in conjunction with Find Owner or Development fields, this can help simplify otherwise complex assignment methods.
Configuring Owner Assignment for Step Configuration
Owner assignment is based on the user set to the Owner field. To configure Owner assignment, the Idea Owner role must first be enabled in Site Setup > Ideas > Options and Settings. Once enabled, the Owner role can be assigned to an idea either through the Find Owner step (available for Suggest) or directly from the Owner field.
In the Step Configuration popup, under both Individual and Category Assignment, you can select to assign to Idea Owner.
Once configured, when submissions are added to the Step, action items will be assigned to whoever is configured as the Idea Owner. If no Owner is found, the action item will automatically be assigned to the submitter.
Configuring User Selection for Step Configuration
User Selection assignment is based on user selection fields added to the submission form for an initiative. User selection fields can be added in Site Setup > Ideas > Submission Form Builder.
User Selection fields can be set to allow a single user, or multiple users by selecting Allow Multiple Selection. Multiple User Selection fields can be added to the submission form for an initiative. Once added to the submission form, user selection fields can be filled either when submitting an idea, or in View Idea when editing an idea.
In the Step Configuration popup, User Selection can be selected from the Assignment Method dropdown. Once selected, all User Selection fields added to the submission form will display.
One or more User Selection fields can be select for assignment. If multiple User Selection fields are enabled, all users added to those fields will be assigned action items.
For some Steps such as Development or Stage where there is a single Lead assignee, only one field may be selected as Lead. One or multiple fields may be selected as Team. If the selected Lead field contains multiple users for a submission, then the first user added to the field will be assigned as the Lead for the action item.
The Backup Assignee can be set to the following options:
- User that moves submissions to the Step: The administrator either saving the Step, or who moved the submission to the Step
- Idea Submitter
- Select a user: A user selected by the configuring administrator
Once configured, when submissions are added to the Step, action items will be assigned to whoever is set in the enabled User Selection fields. If the enabled User Selection fields are empty, the action item will automatically be assigned to the configured Backup Assignee.
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