Assigning a Record

You can assign one or more records to an individual staff member or to a department. When you assign a record, the assignee becomes responsible for that record.

There are two approaches to assigning a record.

  • You can assign a one or more records to any department or individual on your system, or

  • You can compare a list of departments and staff members, examine their experience and workload, and then choose the best candidate for a single record.

Topics

Making General Assignments

When you make a general assignment, you can choose any department or any staff member. You can also assign multiple records at the same time, which is useful when you want to assign a large number of records and you do not need to consider the experience and workload of the assignee.

To make a general assignment

  1. Navigate to the portlet you are working in, and use Search to locate the record(s) you want to work with.

  2. Select each record you want to assign.

  3. Hover the mouse over the Menu button to display the command menu, then choose Assign.

    Civic Platform displays an assignment form.

  4. If you are assigning the record to yourself:

    1. Click the Current User link.

      Civic Platform updates both the Assigned to Staff and the Assigned to Department fields with your name and department.

    2. Skip to Click Submit..

  5. If you are not assigning the record to yourself:

    1. Select the responsible department from the Assigned to Department drop-down list.

      Civic Platform populates the Assigned to Staff drop-down list with the selected department staff names.

    2. Select the responsible individual within the selected department from the Assigned To Staff drop-down list.

  6. Click Submit.

    Civic Platform updates the record.

Making Specialized Assignments

Civic Platform enables you to choose the most qualified assignee by presenting you with a listing of staff that includes data about the skillsets and workloads of each candidate. Use this list to examine and compare staff skills and staff workloads, then use your observations to select the best person for the job.

Note:

See the Assignments, Skillsets, and Workloads chapter in the Civic Platform Administrator Guide to learn about setting up skillsets and workloads.

To associate workloads and skillsets

  1. Navigate to the portlet you are working in, and use Search to locate the record you want to work with.

    Civic Platform displays the list portlet.

  2. Click the record hyperlink.

    Civic Platform displays the detail portlet below the list portlet.

  3. Hover the mouse over the Menu button in the detail portlet to display the command menu, then choose Assign.

    Civic Platform displays a list of eligible departments and eligible staff members.

  4. Select the staff member most qualified to accept the new assignment.

  5. Click Submit.

    Civic Platform assigns the record to the staff member that you chose and updates the record details.