How to Add an Assign To field to a workflow

The "Assign To" field provides you and your team with the option to assign workflow assessments to other team members or roles within your workspace. This is especially useful when you have a workflow where a group of individuals or a team within your workspace are involved in completing the workflow assessment at certain stages of the workflow. When you add an "Assign to" field to your workflow, team members or groups who are assigned to the workflow will receive notifications when they have been assigned to the assessment and they will also see the assigned assessments when when viewing workflow dashboard widgets.

The main objective of the "Assign To" field is to assign a team member, multiple team members or groups to a workflow assessment to help progress the workflow. Depending on your use case, you can use the "Assign To" field for any use case where people or groups need to be notified when their name or role has been entered into the field with dashboard widget features and monitoring to assist with progress tracking:

• An assessment has been created and you require a group or team to review the assessment.
• Your assessment workflow has reached a specific stage that needs to be actioned by a specific individual or group.
• Different stages of your workflow require assignment and review by different groups of people.
• Your assessment workflow is on the final stage before completion and you need an individual or group to approve the final stage and complete the workflow.

1. Open an existing workflow or create a new workflow.
2. Click on the "Assign To Field" option on the component toolbar to the field to your workflow canvas.
3. Configure the settings of the field in the "Assignee field settings" pane on the right hand side of the flow builder.
4. Drag the "Assign To" field to the desired location on the stage canvas.
5. Use the grab handles to change the width of the "Assign To" field.

The following general settings are available to configure the "Assign To" field:

• Label: Add a text label to display text above the assign to field. Delete this text if you do not want a label to be displayed.
• Placeholder: Placeholder text is text that will be displayed in the field and is generally used to guide people on what to do when working with the field. Delete the placeholder text if you do not want to display the placeholder text.
• Options: Select between "Single Select" or "Multi Select". Select "Single Select" where you would like only one person or one role to be selected and assigned or select "Multi Select" where you would like multiple individuals and/or groups to be selected for assignment.
• Assign To: If you would like to automatically assign a workflow assessment to an individual or group when the assessment is created, select a default person or role to assign the assessment to.
• Viewers: By default, anyone will be able to view the assign to field. If you would like to restrict who can view the field when completing assessments, select the role or individual people from the "Viewers" drop-down field.
• Editors: By default, anyone will be able to select a role or people when clicking into the field. If you would like to restrict who can select roles and people when clicking into the field when completing assessments, select the role or individual people from the "Editors" drop-down field.
• Inherit Settings: This option allows you to select other "Assign To" fields which will result in the other field being updated with the same input value. This results in the field becoming a "common" field with selected fields being updated with the input value.
• Display Data From: If you have another assign to field, you can automatically populate the value from that field to display in another assign to field. This is particularly useful where you have a workflow stage which is a confirmation page based on previously input values to summarise what was input. Click on the "Display data from" dropdown to select another assign to field. The field will be read only when displaying data from another field.
• Inactive: When clicking the "Inactive" checkbox, the assign to field will be displayed in an inactive state and the field will not accept any input.
• Required: Select the "Required" checkbox if input is required in the assign to field when completing assessments. Validation will occur when someone clicks on a button where the button's "Check required" setting is selected.
• Required Text: If the "Required" checkbox is selected a message will appear below the field advising that the field requires input on button click. Change the "Required text" to display your own custom validation message.
• Notify: When selected, the person or group will receive a notification when assigned in the field.
• Add to assess table: Select this option if you would like the field value to be displayed as a column when viewing all assessments under the "Assess" page.

Conditional Display

Conditional display provides you with the ability to display the assign to field when certain conditions are met with other fields in the workflow. For example, if I add a radio button field to the workflow canvas with the options Yes, No and Other. When someone selects "Other" then the assign to field will be displayed.

• IF: Select the "Field" option from the drop-down (currently the only value available)
• Field: Select a radio, dropdown or checkbox field that has been added to any stage canvas of your workflow.
• Equals: Select the field value that will result in the assign to field being displayed.