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Assignment Capability on AssureGO+

  • Updated

This article explains how the Assignment feature works in AssureGO+ (the Evotix mobile and web portal used to capture safety data on-the-go). When Assignment is enabled, authenticated users completing a questionnaire form in AssureGO+ can select another system user to assign the submitted record to before submission. Assignment is optional, configured per questionnaire in Assure (the core Evotix EHS management platform), and is controlled by Role Permissions. This article covers: prerequisites for assignment, how to enable and configure assignment settings in Assure questionnaire settings, behaviour on the AssureGO+ submission form, interaction with the Auto Assign setting, and how assignment details appear in the Portal Queue when processing submitted records.

Cross-module scope: This workflow spans AssureGO+ and Assure (questionnaire configuration, Role Permissions, Auto Assign settings, and the Portal Queue).

Prerequisites

When completing a form on AssureGO+, users who are logged in can view and choose from a list of users to assign the form to before submission. 
 
Before the Assignment feature operates correctly, the following conditions must be met:
  • User must be authenticated: Users must be online and logged in to AssureGO+ to assign a form to a user for submission.
  • User must have the Assign permission: For a user to appear in the list of Assign Users, that user must have the "Assign" permission enabled in their role permission settings.

View our knowledge base article on Authentication of AssureGO+ here.

View our Knowledge Base article on Role permissions here.

 

Enabling Assignment in Assure Questionnaire Settings

Assignment on AssureGO+ is optional and can be enabled in the Questionnaire Settings of Assure. In the Questionnaire Settings, the Admin enables assignment on AssureGO+ in the Approvals section. 
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Approvals Section Configuration Options

The Approvals section provides the following settings options:
  • Guidance Text - Provide guidance text for users
  • Is Assignee Mandatory? - Make assignment mandatory; a user must select from the list of users to submit the record
  • Show Submission Due Date field? - Show the submission due date
  • Is Submission Due Date field mandatory? - Make the submission due date field mandatory; a user must input a due date to submit the form
  • Allow User to Add Comments - Allow users to add comments
Note: Approvals are only visible to authenticated AssureGO+ users. If the due date field is left blank or not shown, module settings already configured in the system will be honoured.

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Assignment Options on the AssureGO+ Submission Form

When assignment settings are active, the AssureGO+ submission form displays the following fields:
  • Assigned (required): A field where the user selects the person to whom the record will be assigned. The user selects from the "Select Assigned" prompt.
  • Submission Due Date (required when enabled): A date entry field split into Day (DD), Month (MM), and Year (YYYY) boxes.
  • Comments (optional): A free-text box accepting between 0 and 100,000 characters.

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Interaction with Auto Assign

  • If assignment is enabled on AssureGO+ and a user is assigned before submitting the form, this selection overrides the Auto Assign default user. 
  • If assignment is enabled on AssureGO+ and no user is selected before submitting the form, the record is assigned to the Auto Assign default user if Auto Assign is enabled. 
  • If assignment is enabled on AssureGO+ and no user is selected before submitting the form, and Auto Assign is not enabled, the record will show as unassigned.

Assignment and the Portal Queue

If assignment is enabled on AssureGO+, when processing a record from the Portal Queue, the processor can view the assignment details in the Record Approval section. If assignment is enabled on AssureGO+ and no user was selected before form submission, a user with the appropriate permission can select a user to submit the record to when processing the record from the Portal Queue. 
 
The Record Approval section in the Portal Queue displays:
  • Stage: In Progress
  • By: the user who submitted the form
  • Assigned: a dropdown to choose to whom to assign the record
  • Set Due Date for Record Submission: a checkbox and date field
  • Comments: a text field for review notes

 

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AI Metadata

  • Product Area: AssureGO+, Assure (Questionnaire Settings, Portal Queue, Role Permissions)
  • User Role: System Administrator (configuration); Authenticated AssureGO+ User (submission)
  • Tags: assignment, AssureGO+, questionnaire settings, approvals, portal queue, auto assign, role permissions, submission, due date, authenticated user
  • Version/Region: All Assure versions; all regions
  • Important Synonyms: assign form, assign record, form assignment, approvals assignment, AGO+ assignment, submitter assignment
  • Suggested Embedding Keywords: AssureGO+ assignment, assign record on mobile, questionnaire approvals settings, enable assignment AssureGO+, auto assign override, portal queue assignment, assign permission role, submission due date AssureGO+
  • Relevant Modules and Cross-Module Implications: AssureGO+ (submission form); Assure Questionnaire Settings (Approvals section enables assignment); Assure Role Permissions (the Assign permission controls which users appear in the assignee list); Assure Portal Queue (assignment details are visible and editable when processing submitted records); Assure Auto Assign settings (AssureGO+ assignment interacts with and can override the Auto Assign default user)

 

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