Responsibilities – Assigning Users

Responsibilities

Users can be assigned Responsibilities on jobs and the Jobs Board can be filtered on individual ‘Responsible’ users.
Responsibilities can be configured at the User level to be auto assigned on Job Creation.
Controlling access to assigning responsibilities on the production boards

Please discuss with your Service Delivery agent to get this configured on your system.

Responsibilities allows categorising and grouping users, usually by department and assigning them to jobs.

When a user has been assigned to a job, that user can then make use of the ‘My jobs only’ filter on the All Jobs, Pre-Production and Production boards.

Under Admin ⇛ Configuration, at the bottom of the General group is the Responsibility Admin option

It is also accessible by clicking Edit Responsibilities from within the Responsibility tab on any users’ details

Either means of accessing, it will open the following screen

Responsibilities cannot be deleted but they can be disabled.

To create a new Responsibility, enter the name for it into the New Responsibility name field

And click ‘Create’.

Once created, click the edit icon to add users to this responsibility

And select users to add

Save and close and the new Responsibility appears in the list

Activate and de-activate the responsibilities directly on the list

When de-activated, the entry will ‘disappear’ if the ‘Show Inactive’ switch is not enabled.

Auto Assigning Responsibilities on Job Creation

Once Responsibilities have been created, they appear as selectable entries under all user definitions.

In this tab you can assign responsibilities for this user simply by ‘enabling’ the responsibility under that users’ definition.

You can also set specific responsibilities on new jobs to be Auto Assigned to this user on Job Creation

On the boards, any user with active responsibilities can assign themselves to jobs by clicking the icon  to the left of the row.

If they have only 1 responsibility assigned to their user account, they are immediately assigned to the selected job.

If they have more than one responsibility, the modal will open showing just the Responsibilities they have access to and only them as the selectable user

When assigned, the icon appears Coloured

The colouration is only visible if YOU (the logged in user) has been assigned to the job.

Click it again to remove your assignment.

Again, if you have only one assignment, it will clear but if you have access to more than one responsibility, the modal pops up again for you to select the specific responsibility.

Users with the roles to allow assigning other users, will get the modal every time.

The modal will show ALL responsibilities and all users that are set up under each responsibility

The assigning user may have no responsibilities assigned to themselves at all

The benefit of this is that the users can now click the ‘My Jobs Only’ filter

To filter down to the jobs that they have been assigned to or created the quote for

When the Jobs are listed on the All Jobs Board or one of the Production Boards, there is a multi-selector to enable the list to be filtered for the responsibility of specific users.

The drop-down list is dynamic insofar that it only shows users that have a responsibility in the jobs that the board is filtered for.

With ‘My Jobs Only’ selected, there are only three of us in the user selector

However, remove the ‘My Jobs Only’ filter and there are now more jobs returned along with more users with responsibilities on those jobs

Responsibilities are also on Customer Records

Each responsibility will list the users linked to that responsibility.

In the above example, whenever a job is created for this customer, Chris will be linked to it.

This allows him to filter ‘his jobs only’ for better workload management.

Responsible Users vs Assigned Operators 

For the user(s) shown here.

this data can be found in VW_Reporting_Jobs_ResponsibleUsers in the [Responsible Users] column.

This is set at a Job level (not an Operation level), and there can be more than one Responsible User on a Job.

If there is more than one Responsible User on a Job, then this data source returns a comma-separated list of users packed into the single field.

Responsible Users are maintained here...   yoursite.printiq.com/Admin/ResponsibilityAdmin.aspx

A Responsible User might not necessarily be the person who will actually do the job...  A Responsible User may be a supervisor or department manager who is responsible for ensuring that the job gets done.

On a Job Planning page for a job, you can plan a specific Operator for each Operation.

this data can be found in VW_Reporting_Jobs_Operations, in the [Assigned User ID] field.

This is set at an Operation level (not at a Job level), and you can only set one User per Operation.

An Operator set here is usually the person who you intend will actually execute that Operation.

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