Who is this article for?

Ideagen EHSQ (Formerly the DevonWay platform) Classic UI Users

Reporting authorities, roles, and record access controls restrict data visibility.

This article covers general features common to all assignment objects

Tasks and assignments are displayed as search results on the dashboard tiles, under My Reports, or custom reports. Every assignment object varies significantly depending on the business application and how it was configured. For information about specific fields or workflow steps, reference the help documentation or job aids tailored to your installation. 

Assignment objects

An object, also called a record, contains the right amount of data a user needs to accomplish an assignment or task as part of a business process or application. 

Behind the scenes, data is collected in a module and an object pulls information from the different modules using rules and field behaviors settings to display the information a user would need to complete an assignment. 

An Object will look something like this, although, the specific fields, layouts, and available options vary widely depending on the application and how it was configured.

Object Toolbar Options

An object's toolbar displays a set of buttons that are dynamically presented based on the specific workflow rules that are in effect. This means that the interface is tailored to meet the needs of the current task, ensuring that only the most relevant options are available to the user at any given time. By adapting the buttons displayed, the tool enhances usability and efficiency, allowing users to focus on the actions that are pertinent to their workflow. This responsive design not only streamlines the process but also reduces the likelihood of errors, as users are guided towards the appropriate choices based on the established rules of the workflow.

• Save - This function allows for the preservation of modifications made to the object. It executes your defined rules, calculations, and any other components integral to the process flow.
• Submit/Complete (Ctrl+Enter) - This action finalizes the current task, executes calculations, and transitions the object to the subsequent task or to the Close state. The sole distinction between [Submit] and [Complete] is that [Submit] is displayed by default when the object is newly created or remains in the Initiate state. The text associated with this button can be customized according to each object and workflow task, allowing for a more specific designation relevant to your area.
• Export (Ctrl+Alt+P) - This function can generate a downloadable PDF version of the object if required. A dropdown menu allows for multiple print templates that can be configured.
• Act as Assignee - This button is commonly referred to as "Edit". Unless the configuration of your object explicitly prevents it, you may click this button to act on behalf of the individual assigned to the currently active task (historical records will still reflect you as the individual making the modification). This button will not be visible under the following circumstances:
  • If the object is hard-locked (pessimistic locking is enabled and another user has it open).
  • If the object is read-only and is being accessed via a shared link.
  • If the end-user is the current assignee or if the object has not yet been submitted.
  • If workflow is not enabled for the object.
  • If the status of the object is Closed, On Hold, or Cancelled.
• Rollback - Users are required to provide a comment when reverting an object. This action may also be referred to as [Reopen], [Reopen Item], or [Reopen Tasks]:
  • Reopen - This is a non-workflow object, and the object is currently closed. It is typically restricted to administrators, the originator, or an alternate for the originator.
  • Reopen Tasks - This is a workflow object that permits the reopening of tasks.
  • Reopen Item - This is a workflow object where the object is closed, tasks are available for reopening, and the user is designated as a superuser.
  • Reopen Tasks - This is a workflow object where the object is in a read-only state, tasks are available for reopening, and the user is designated as a superuser.
• Options - A dropdown menu to contain actions that are less commonly used; many of these are only available when the object or the user has the proper rules:
  • Attributes - Only visible when editing a model. It lets you manage attributes and view the model's run history.
  • Template - Also only visible for models; lets you create a template from the model. Templates act like a "Create New" action, but they have data pre-populated, making them useful short-cuts for users. Follow these simple steps to create a template from a model:
    1. Select New > Ticket Model to create a new Model.
    2. Populate all fields that you wish to default and hit Save.
    3. To create a Template from the model, click Options > Template.
    4. Enter a name for your Template and hit Save.
    5. If you need to modify the model defaults, go to Items > Manage Models > and select the model you created. Modify the values and hit Save. NOTE: After you make these modifications to the model, your template will automatically default with the recent changes.
  • Spellcheck - Runs spell check against the object's modifiable character fields.
  • History - Opens a pop-up that displays how the object's data has changed over time. Visible if you have the appropriate role.
  • Bookmark - A gold star indicates a bookmarked object. Once you bookmark an object, it appears in the "Bookmarks" Dashboard folder, from where you can drag it to a tile. Removing a bookmark from an object removes all dashboard links to the item.
  • Find Similar - Runs a search that returns items containing text like the present object. The specific fields it uses to perform the comparison are configurable on a per-module basis.
  • Share - Lets you create a link that you can then distribute to external users. This should be used with care and never with sensitive data, as anyone who knows an unexpired link can view the data (subject to other security controls such as IP restrictions).
  • Ask for Assistance - Lets you send an ad hoc help request to another user of the system.
  • Offline snapshot - If you have a native mobile app version of your module, this lets you take a snapshot of the object so you can access it from your device when you're not connected to a network.
  • Mark Unread - Marks the object as unread so it will appear as bold on your assignments list.
  • Cancel - Sets the object to status "Cancelled". Visible if you have the appropriate role. This action cannot be undone.
  • Delete - After confirmation, it will delete the object. Visible if you have the appropriate role. In general, we recommend this option is not available to users since it cannot be undone and it does not check to see if other objects reference the object you're deleting, so you could be left with orphaned objects. Therefore, this action should only be performed by users who know what they are doing.
  • Hold - Sets the object to status "Held". This is not commonly used. Visible if you have the appropriate role.
• Navigation arrows (Alt+Left arrow, Alt+Right arrow) - When arriving at an object from a search or assignments grid, these convenience buttons let you toggle to the next or prior object.

Object Modifiability

• General Rules:
  • Objects with workflow are only modifiable by users assigned to work on them.
  • Assignees are either individuals or teams (or their alternates).
  • Objects without workflow are only modifiable by users who either created them or those with elevated roles that allow them to “Create new items from the dashboard” (or their alternates).
• Exceptions to the Rules:
  • Objects are modifiable by users who have been granted editing rights by users who have chosen to share the object.
  • Objects are modifiable to users who have a role with the "Edit any item, including those assigned to others" privilege.
  • Objects are not modifiable when they are locked for editing by another user and Pessimistic Object Locking (Hard Locking) is enabled for the associated object.

Object Locking Options - Pessimistic and Optimistic
Each module can be set to one of two options with regards to object locking.

A module set to Pessimistic locking means that no user or process can update (save) an object that is currently open. With Pessimistic locking an object is locked when it is open.

When a module is set to Optimistic locking a user or process can open and save an object, even if another user has it open. Any unsaved changes by the first user to open the file will be lost if/when the second user saves the object.

Attachments

Upload attachments to the object. There is a size limit of 20MB per attachment. When using the Browse function (Ctrl-click) to select multiple files to upload at once or drag and drop files from your computer to the attachment's region.

Screenshots can be pasted directly into the attachments area by pressing Ctrl-V.

Once the upload is completed a thumbnail will be displayed. For image files you will see the image thumbnail and for non-image file types (i.e., docx, xlsx, pdf) you will see a file type icon.

Clicking the attachment will download it. To rename or delete an attachment switch from "Icons" view to "Details" view. Click the red "X" to delete. To rename items click into the File Name box and type a new name.

When you rename an attachment, you must use the same file extension as before or you will receive an error. 

You can optionally enable the ability to annotate file attachments. When modules are configured to allow annotations, Users can click directly on an attachment in "Icons" view (or on the Annotate icon in "Details" view) to open an editor and draw, insert text, insert lines or shapes, add comments, insert images or stamps, and more.

To finish, click [Save] to keep the annotations or click [Return] without saving to discard the annotations.

Download the annotated version by clicking [Download] in the PDF editor or download the original file from the Attachments grid. The thumbnail image of the attachment will display the original file without annotations.

History

The History window shows both the workflow audit trail, and any changes made to field data, including revision marks for changes to character fields, up to a maximum of 4000 characters. If the changes to a character field, including its revision marks, surpasses a length of 4000 then we only store the first 3500 characters and preface the changes with the following statement:

NOTE: THERE WERE MORE CHANGES MADE THAN ARE DISPLAYED HERE

History tracking is enabled by default for every field, but it can be disabled by a module developer. We do not track history on fields for which history tracking is disabled.

Rollback Comments

Users can view rollback comments from the workflow details section of the history screen, accessed by clicking the Options button and selecting History.

Rollback comments are viewed by clicking the calendar icon (red box below) for the corresponding task.