If the same members do the same work each time a Procedure is assigned, set Default Assignees on the Procedure and its Steps so that you don't have to choose them every time. A Default Assignee is a Role or a Position, not a particular member, so a change of staff never leaves a Procedure pointing at the wrong member. Portfolio Administrators and Leads may update Procedures.
Procedure Default Assignee
The Procedure's Default Assignee becomes the Assignee of each new Assignment and of any Task that has no Default Assignee of its own.
- Navigate to the Procedure.
- Press the Roles tab in the detail pane.
- Choose a Role or a Position in the Default Assignee field at the top of the tab.
Step Default Assignee
- Navigate to the Procedure Step.
- With the Step selected in the list pane, press the Info tab in the detail pane.
- Choose a Role or a Position in the Default Assignee field in the Defaults panel.
A Step with no Default Assignee of its own inherits the Assignee of the Step above it, including an Assignee chosen for that Step when assigning. A top-level Step inherits the Assignment's Assignee, which is the Procedure's Default Assignee unless another member is chosen when assigning. So set a Default Assignee only on the Steps a different Role or Position performs.
Roles or Positions?
- Choose a Position when the member of one Position always does the work, such as Office Manager. The Position's member when the Assignment is created becomes the Assignee. See Positions Overview.
- Choose a Role when the member doing the work changes from one Assignment to the next, such as Hiring Manager. The Role is staffed once, when the Assignment is created, and every Step that names it is assigned to that member. See Define Procedure Roles.
If a Step's Role is left unstaffed or its Position has no member, its Task goes to its parent Task's Assignee. If no Assignee is chosen when an Assignment is created and the Procedure's Default Assignee can't be resolved to a member, the Assignment goes to a Portfolio Administrator.
Default Assignees may be changed when a Procedure is assigned, and updated later on the Assignment itself.
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