For many government workflows, there’s a need for specific staff members (case managers, inspectors, or other admins) to manage a process through multiple steps. Moreover, there is a need for point people who are responsible for completing online forms (internal Collect Information steps) that are set up for Team Members to fill in.
There are two ways to ensure that a specific person completes a specific Step or Steps in a workflow:
1. The "Assign Someone" step
You can use the Assign Someone step in a workflow to make sure that the right people add information in to a process at the right time, so the process moves forward.
For example, the City of Erie's Citizen Request Center (311) workflow on CityGrows has several steps that are completed by different department staff depending on the content of the request submitted to the City. A staffer reviews each request, and then uses the "Assign Someone" step to make sure the correct person responds. Once assigned, that person is responsible for all internal Collect Information steps for the remainder of the process (unless someone else is assigned).
The Assign Someone step type is perfect to use when you can't tell in advance who needs to be added in to the process from inside your organization. (When you know in advance who exactly will need to review a process, it probably makes sense to use a Review step instead).
Additionally, if someone you'd like to assign to a process isn't yet a CityGrows user (you try typing their name and it doesn't show up) you can invite them via the Assign someone step by adding their email address and name. Once they accept the invitation (and set up a password), they'll be added to the specific process you invited them to join, and their name will appear as an option for Assignment in the future.
You can only assign one person at a time via the Assign someone step. To assign multiple people, use the Access Menu option.
2. The Access Menu option
Whether or not there's an Assign Someone step in your process, you can see who is currently assigned, and make assignments or reassignments on an as-needed basis via the Menu Access section.
If you click on Menu at upper right of any process, you'll see the Access section which shows all workflow admins. If anyone is currently assigned, the toggle will be green next to their name and it will show "Assigned." To change the assignment, just toggle on another admin.
Via the Access Menu option you can Assign multiple people to be responsible.
Please note that many workflows without Assign Someone steps will show that nobody is assigned. That's not necessarily a problem, as long as whoever has primary responsibility for the workflow is tracking that any Internal Collect information steps are being completed.
If there are no internal Collect Information steps in a workflow, there's no need to / purpose in Assigning anyone.
* Please note that we don't currently support logic triggers for Assignments, we anticipate adding this capability soon.
Let us know what you may want to see with Assign Someone step type and Permissions function by sending us a line to [email protected] and feel free to ask any questions about this step type any time via our live chat! Thanks!