What is the Assigned Department?
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.
What Does It Look Like?
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 the 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 the Product R＆D Department. When Nicola submits data, the workflow will flow to James for approval, not Melon:
How to Manage Assigned Dept.?
Here are some actions you can take to manage your assigned departments.
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, the department will be deleted and 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 the Department Management Scope of their management group.
5. For the same member in different Roles, the 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:
When the transferred member is not in the role, the Assigned Dept. is empty by default;
When the transferred member is already in the role, the Assigned Dept. retains its original department and will not be overwritten.
8. Here are the rules for the Assigned Dept. when you hand over a role from Member B to Member A:
If Member A, to whom the role is handed over, is not in the role, the assigned department(s) of Member B will be handed over to Member A by default.
If Member A is in the role, Member A's previously assigned department(s) will not be replaced by Member B's.
When to Use Assigned Department?
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 the 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:
Scenario | Whether it takes effect |
The following related scenarios in My Tasks:
| Effective |
CC node | Effective |
CC enabled at a node | Effective |
Submit when overdue | Effective |
Return - The node to return to is configured with a role. | Effective |
Activate workflow - The activated node is configured with a role. | Effective |
Expedite - The expedited node is configured with a role. | Does not take effect |
Transfer - The transfer fallback has been assigned a role. | Does not take effect |
2. After a role is set in the 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 the 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.
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👉I can't wait to MANAGE ASSIGNED DEPARTMENT.
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