Assigned Department

Introduction

Feature(s)

With the Assigned Dept. feature, if you set an assigned department for a member in Roles, the member can manage data submitted by those in the department.

Application Scenario(s)

In the scenario where the Assigned Dept. feature takes effect: If you set an assigned department for each member in a role and select the members in the role as approvers/CC members, then each member can only manage data submitted by those in the department.

In the scenario where Assigned Dept. does not take effect: If you set an assigned department for each member in a role and select the role when setting a permission set, the members can add/submit/view/manage all permitted data, not just those from members in the assigned department.

Note:

If no assigned department is set, all departments are assigned by default.

Here are the details about two scenarios mentioned above:

1. After you set a role as the workflow node approver and CC member, each member in the role can only manage data from the corresponding assigned department. The specific rules are as follows:

2. After a role is set in permission set of a form, the assigned department(s) of the members in that role will not take effect.

3. After a role is set in permission set of a dashboard, the assigned department(s) of the members in that role will not take effect.

4. After a role is set among recipients of the reminder, the assigned department(s) of the member in that role will not take effect.

Preview

1. Take the Reimbursement Manager as an example. James is responsible for reimbursement approval of the Product R＆D Department and Product Design Department, and Melon is in charge of reimbursement approval of Marketing and Translation. Assigned Dept. is set differently for the members with the same role of Reimbursement Manager. This role is set as the approver of the workflow:

Select the role Reimbursement Manager as the approver.

Note:

After Assigned Dept. is set, the corresponding Roles will not be automatically generated. When selecting Roles in the workflow node, the Roles are the same as previously added.

2. Nicola is from Product R＆D Department. When Nicola submits data, the workflow will flow to James for approval, not Melon:

Adjusting Assigned Dept.

Adjusting Individual Member

When adjusting the assigned department(s) of a single member, you can place the mouse on the line where the member is located, click Update Assigned Dept. beside the member, select the corresponding department in Dept. and click OK.

Batch Updating

When updating assigned departments in batches, after selecting the members to be updated, click Update Assigned Dept. above to select the department to be updated in Dept. and click OK.

Assigning Rule(s)

1. When the Assigned Dept. is not set, the default Assigned Dept. is the entire enterprise.

2. After setting the Assigned Dept. for a member of Roles, if the department is deleted from the enterprise organizational structure, This department has been deleted will be displayed in the list of Assigned Dept. in charge corresponding to the member. At this time, there is no Assigned Dept. of this member.

3. After setting an Assigned Dept. for a member in Roles, when the Role is added in workflow approval and CC, that member can view/manage data submitted by members from the Assigned Dept. while data submitted anonymously will not follow this rule.

4. When updating the Assigned Dept., in the popup box of Dept., the creator and super admins can see all departments under the enterprise, and admins can view departments according to Department Management Scope of their management group.

5. For the same member in different Roles, Assigned Dept. can be set up independently without affecting each other.

6. After updating the Assigned Dept. for the members in the Roles, it will be recorded in Platform Logs in Audit Trail, and Update Assigned Dept. is displayed in Type.

7. When the work is handed over and the role is transferred, the corresponding rules of the Assigned Dept. are as follows:

8. Here are the rules for Assigned Dept. when you hand over a role from Member B to Member A: