Understanding assignments in CCMS Web
In IXIASOFT CCMS Web, whenever one user assigns objects to another user, the objects automatically become an assignment for the other user.
For example, if a user assigns a topic, that one topic becomes an assignment. Any object that can be assigned becomes an assignment when assigned to a user.
Active assignments and workflows
When a user creates an assignment, the user can select all the other users who need to work on it. So a user can define the entire workflow for an assignment while creating it. The object does not need to be in a specific status to assign it to specific roles and users. The assignment becomes active only when in the correct status for users in a specific role to work on.
For example, a user can assign a map to contributors and reviewers. But the assignment is only active for contributors when it is in the Contribute status.
Modifying assignments
To modify an assignment, a user needs the Assign to and/or the changeStatus access rights. If a user does not have them, the user cannot modify an existing assignment. But the user can still see who is assigned.
CancelApproval access right can cancel the Approval.Assignment rules
Each assignment has rules that specify how it behaves. A user can set one of these rules for an assignment while creating it:
| Assignment rule | Description |
|---|---|
| Allow users to change status | This lets assigned users with the changeStatus access rights change the status of the assignment. |
| Mark as finished if everyone is finished | Gives assigned users the option to mark themselves as finished in the Move dialog. An assignment is only considered finished when all the assigned users for the active role mark the assignment as finished. |
| Mark as finished if at least one person is finished | Gives assigned users the option to mark themselves as finished in the Move dialog. An assignment is only considered finished if at least one user for the active role marks the assignment as finished. |
Users finishing assignments
Users can mark an assignment as finished without changing the status of an assignment. A user can do this to indicate that she is finished with an assignment. The user sees a check mark on the object icon for the assignment. That user is considered finished with the assignment independently of whether the assignment is considered finished.
If users edit an assignment that they have already marked as finished, CCMS Web switches the assignment back to To-do for those user.
Finished assignments
The assignment rules determine when an assignment is considered finished. Once the assignment is finished, it is marked as finished for that status, and all assigned users see the check mark. If the assignment changes to a different status in the workflow, the assignment resets for the new status and is no longer considered finished. The check mark also disappears.
For Approvals, the assignment is finished once the Approval is rejected or approved.
Access rights
To handle assignments in CCMS Web, users need the follow access rights:
- Assign to: allows users to modify the Roles section in the Move dialog and assign objects or assignments to other users. Without this right, users can still mark an assignment as finished if they have that right.
- Change Status: allows users to change the status of an object in the Move dialog. It also allows users to change the status of an assignment if the "Allow users to change status" assignment rule is selected.
- ApproveOrRejectApproval: allows users to approve or reject an Approval.
- CloseReview: allows users to change the status of a Collaborative Review to closed in the Move dialog.
- SetReviewAsDone: allows users to change the status of a Collaborative Review to done in the Move dialog.
- CancelApproval: allows users to cancel an Approval by changing its status.
Assign to right, then a user cannot select the assignment rule that that would let reviewers change the assignment's status. That assignment rule is disabled for assignments to users with that role.