Automate

 View Only
Back to discussions
Expand all | Collapse all

Tip of the Week - Evolve Workflows - Reassignment of Tasks

  • 1.  Tip of the Week - Evolve Workflows - Reassignment of Tasks

    Employee
    Posted 09-22-2025 10:24

    Hello Automate Community!

    For this week's tip, we're gonna look at how to reassign tasks in Automate Evolve. Think about a time when a critical business process got held up because the person responsible for the next step was out of the office. Maybe they were sick, on vacation, or just unreachable. That delay can impact everything from a new customer's onboarding to a crucial financial approval.

    Task Reassignment is a core functionality in Evolve that gives you flexibility and continuity for your automated processes. Think of a task as an item on a to-do list within a workflow. When a task is assigned to a specific person, they're responsible for completing it. However, there will be times when the assigned person is not available to complete the task (i.e. People go on vacation, get sick, Jury Duty, or move to different roles).

    Reassigning a task means you can change who is responsible for that to-do item without interrupting the overall process. For example, if Mike is assigned to approve a new product entry, but he's on leave, a Global Administrator or the App Administrator can reassign that task to Julia. Evolve will then transfer the unfinished task from Mike to Julia, ensuring the workflow keeps moving without any interruption. And Evolve will close out the task for Mike in the workflow history and creating a new one for Julia.

    This isn't just about covering for absences; it's about making your business more resilient and agile.

    To reassign a task, your administrators can reassign all current and future assignments of a particular user to another user using the option of 'Reassignment' under 'Operations'.

    To reassign the various tasks, your administrator will identify both the user whose activities are being reassigned and the new user 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.

    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 reassignments can be useful is in Task Operations (Options – Tasks). 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, you 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 Reassignment from the Administration App homepage/dashboard.

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



    ------------------------------
    Scott Wenzel
    *Precisely Software Inc.
    Bothell WA
    ------------------------------