Operations – Administration App

This page provides an overview of processes for solutions. The processes have various status designations, including Normal, Close to Due, and Overdue. As an administrator, you can click on a number next to the status/solution name to see a list of solution processes with the selected status. For example, you can see a list of overdue processes for a specific solution.

From that list, administrators can do the following:

  1. Edit assignment
  2. View process history
  3. Cancel process

Edit assignment

You can change the assignee of the task to a different reviewer or contributor. This is useful, for example, when an original reviewer is on leave or has left the organization. If you are also the originator of the process, you are not allowed to change the assignee; this allows us to respect compliance requirements.

You’ll see an option to ‘Release all locked tasks’ if at least one task has been locked by any user. Be default, a task is locked for 30 minutes by the user who opens it. As an administrator, you can unlock such tasks to give early access to other users by clicking the unlock icon in front of the task. The task can also be unlocked by the user who locked it by closing or saving the task.

Note: Unlocking the task for all users may result in loss of data as changes done by one user may get overwritten by another user.

View process history

The Process History provides an overview of all tasks completed for a specific process up to the present date. It includes the following information:

  • User who initiated the workflow
  • Date on which the workflow started
  • Name of the file being worked with
  • File status
  • List of events in the workflow
  • Date of each event
  • Type of each event
  • User ID of the person who initiated the event
  • Description and outcome of the event

Cancel process

Cancel Process terminates a process in its current state and therefore, this feature should be used with caution.

Tasks

This page provides an overview of all tasks assigned to a user. The tasks can have various status designations, including Normal, Close to Due, and Overdue. You can click the number next to the status/solution name to see a list of user tasks with the selected status. For example, for any given user, you can view a list of overdue tasks.

You can do a bulk assignment of user tasks to a different user or you can open individual tasks and assign them to various users.

Delegation

You can set up an Out of Office delegation for Winshuttle applications for yourself. If you are the administrator, you can also set up an Out of Office delegation for another user.

Setting a delegation enables a user to automatically receive another user's assignments during a specified period of time. Please note that existing assignments are not automatically reassigned.

To add a delegation, specify the following:

  1. The user for whom the delegation is being set.
  2. The user who is being assigned all the future tasks.
  3. Dates for which this delegation will apply.
  4. Any applicable rules for the assignment. For example, you can specify a specific solution type such as ‘solutions which start with Material.’

Please note that this delegation will be completed as per Compliance Check rules.

Out of Office delegation added to Portal users (users with IDP off) is not supported. Portal users are the external users added on Evolve keeping IDP off.

Reassignment

You can reassign all current and future assignments of a particular user to another user.