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  • 1.  Tip of the week - Delegation and Reassignment of Tasks in Evolve/Studio Manager

    Employee
    Posted 03-24-2025 10:51
    Edited by Scott Wenzel 03-24-2025 11:20

    Hello Automate Community!

    For this week's tip, we're gonna look at the Delegation and Reassignment functionality within Automate Evolve and Studio Manager. 

    What is Delegation? 

    Delegation enables a user to automatically receive another user's assignments during a specified period.

    Why would you use Delegation? 

    You can setup a contingency plan in Evolve or Studio Manager in case someone is out for a period of time (i.e. Out of Office, Short Term Leave). You can delegate all tasks to route to somebody else on the team for a specific period of time. This will help you maintain uninterrupted execution of your various company's business processes.

    Where do I find it?

    Administration App/User App>Menu>Operations>Delegation

    Who can set up Delegation?

    Your Administrators can set up an Out of Office delegation for themselves and/or any other user. 

    How do you use Delegation?

    To add a delegation, the administrator will specify the user for whom the delegation is being set and the user who is being assigned to the various tasks.

    You will then set the duration (i.e. dates for which this delegation will apply)

    You can also apply rules to the assignment. For example, you can specify a specific solution type such as 'solutions which start with Material'.

    Note: Since the solution names are case-sensitive, the rules values will also be case-sensitive. 

    Click ADD.

    You will now see the new Delegation.

    You can create multiple out of office delegations to automatically reassign assignments from various workflows to your team members. Assignments are delegated based on matching criteria which you set. For example, assignments matching Rule A can be routed to John, assignments matching Rule B can be routed to Bill, and assignments not matching any criteria could be routed to Tracy.

    The Move column helps you to prioritize these delegations. The first delegation in the list has the highest priority and the last item has the lowest.

    The 'Notifications' widget on the homepage will show the notifications related to user deletions, out of office delegations, etc. 

    Your administrators can also delegate their own tasks by navigating to 'Delegation' by clicking on their name on the top right of the screen. Also, the end-users can set up their own delegations using the same option.

    Next…What is Reassignment?

    You can reassign all current and future assignments of a particular user to another user.

    Why would you use Reassignment? 

    You can use reassignment to reassign current and future tasks of a specific person who has left the company or department and will no longer be participating in the business processes.

    Where do I find it?

    Administration App/User App>Menu>Operations>Reassignment

    Who can set up Reassignment?

    Your Administrators will reassign a user's tasks to any other user on the team.

    How do you use Reassignment?

    To reassign the various tasks, your administrator will identify both the username whose activities are being reassigned and the new username who will be taking over the various tasks.

    Click Next

    If necessary, your administrator can reassign all or specific current and/or future assignments to another user by clicking on the specific process name. Click Next

    Your administrator may also reassign future tasks that would have been assigned to the user as a part of running processes.

    When done, click Reassign (NOTE: It may ask you to confirm the reassignment. Click Yes.)

    If successful, you will get a confirmation on the bottom of the screen.

    Note: In the Process History, the task assigned to the earlier user is closed, and a new task is created for the user it has been reassigned to.

    Another area where reassignment can be useful is in Task Operations. In this section, your administrators get an overview of the users and their various activities. The tasks have various status designations, including Normal, Close to Due, and Overdue.

    You can click the number next to the status/solution name to see a list of user tasks with the selected status. If you need to reassign the overdue tasks to someone else, click on the three dot icon in the Actions column, then click Reassign.

    A Reassign Task dialog box will appear. You can select a new user from the User drop-down list, enter any comments and then click Reassign Task.

    The newly assigned user will then be notified that the task has been successfully reassigned and the task will appear in the users Evolve Tasks section

    And finally, your global administrators can access options of re-assignment and delegation of tasks from the Administration App homepage/dashboard. The Administration App dashboard will have both in the Quick Launches option. 

    I hope you find this helpful. Have a great week!



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    Scott Wenzel
    Precisely Software Inc.
    Bothell WA
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  • 2.  RE: Tip of the week - Delegation and Reassignment of Tasks in Evolve/Studio Manager

    Posted 04-01-2025 10:42

    Are there plans to make this functionality to any licensed user of Precisely Evolve?  Making this functionality available to admins only has driven a unique, separate solution at our company.  I think many companies would benefit from this functionality be available to all users.  Thanks!



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    Darin Cue
    Director of Master Data Management
    Reynolds Consumer Products LLC
    LAKE FOREST IL
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  • 3.  RE: Tip of the week - Delegation and Reassignment of Tasks in Evolve/Studio Manager

    Posted 04-02-2025 01:59

    I fully agree. I had to make key users app Admin to do this. That also means that they can delete a solution for example...



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    Ed Meiners
    Lead Consultant MDIM
    Wessanen Nederland Holding BV
    Amsterdam
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    Original Message


  • 4.  RE: Tip of the week - Delegation and Reassignment of Tasks in Evolve/Studio Manager

    Employee
    Posted 04-02-2025 14:35

    Thanks Darin and Ed for your input. I would suggest that you post your ideas to the Precisely Ideas Community. I created a Tip of the Wek on this subject last year. Here is the link to the site. Others can contribute and /or support your ideas and it is monitored by Product Management. 

    https://community.precisely.com/discussion/tip-of-the-week-community-ideas-page 



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    Scott Wenzel
    Precisely Software Inc.
    Bothell WA
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  • 5.  RE: Tip of the week - Delegation and Reassignment of Tasks in Evolve/Studio Manager

    Employee
    Posted 04-03-2025 16:47

    Hey All,

    We've introduced new roles in Evolve 25.0 which was released last month to address exactly these concerns. The new roles are:

    • Operations Admin (this is the one I believe fits the need mentioned above)
    • License Admin
    • Group Admin

    You can find more information about the new roles in our documentation linked below.

    https://help.precisely.com/r/t/1741183640290/2025-03-04/Automate-Evolve/pub/Latest/en-US/Automate-Evolve-User-Guide/System-groups 



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    Charles Howard
    Precisely Software Inc.
    Bothell WA
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    Original Message