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Assigning step to users

  • Updated
Productiv allows you to assign steps in workflows to specific users or groups, ensuring the right people are involved at each stage. This document explains the available assignment options for different workflow types:

Assignee Types:

  • Individual User: Employee within your organization.
  • Group: Group of users.
  • Requestor ( General purchase and New software purchase workflows only): Person who originally submitted the purchase request.
  • Requestor Manager ( General purchase and New software purchase workflows only): Manager of the person who submitted the request (requires Productiv integration with your organization's demographic data - see here for details).
  • App Contact ( Renewal workflows only): App contact associated with the application (e.g., functional, finance, security). For more information on app contacts, click here (link to app contact documentation).
 
Step completion conditions:
Step completion conditions provide flexibility in controlling workflow progression when tasks are assigned to multiple users or groups. Choose from the following options:
  • All assignees must approve: Requires all assigned users to complete their tasks before the workflow advances.
  • At least 1 assignee must approve: Allows the workflow to proceed as soon as any one of the assigned users completes their tasks.

 

Conditional Assignees

You can add conditional assignees, enabling you to automatically assign tasks to specific users based on predefined conditions. This can streamline your workflows and ensure that tasks are assigned to the appropriate individuals. Eg: Assign the step based on requestor’s location assign the request to that regional head.
 

Adding conditional assignees

To add a conditional assignee:
  1. Click on the workflow step
  2. Click the "+ Condition" button on top of the “Assignee to” textbox
  3. Select the attribute and define the condition
  4. Add an assignee when the defined condition is met
  5. Continue to define more conditions and assignee combinations
  6. You need to also add assignee to whom the task would be assigned if the condition is not met.
  7. Continue defining the other step details and click “Done”
 

Attributes available to define conditions

General purchase and Software intake only : Requester's Cost Center, Department, Title, Location,  Primary Email, Manager Email. Responses from the purchase form
Renewal workflow: App contact name, email, Form responses, Contract PO number, Term, Annual spend, Auto renew, End date (Renewing contract), Licenses purchased, Payment frequency, Payment terms, Renewal opt out date, Start date, Supplier company email, Supplier name, Total contract value. Cost center, FY YTD expense, Outputs from previous steps
 

Adding Watchers to Steps

In addition to assigning users directly to steps, you can also add watchers. Watchers are individuals who receive notifications about the progress of a step without being assigned specific tasks. This is useful for keeping stakeholders informed without requiring their direct involvement in the workflow.
Watcher Types:
  • Group: Group of users.
  • Requestor Manager ( General purchase and New software purchase workflows only): Manager of the person who submitted the request (requires Productiv integration with your organization's demographic data - see here for details).
  • App Contact ( Renewal workflows only): App contact associated with the application (e.g., functional, finance, security).
 

 

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