Using Assignments in Streamline

Assignments is the initial step in setting up form assignments in your Streamline project. It lets you assign workflow steps, such as forms, to various users, making it easier to manage the flow of work.

Feature Capabilities

With Assignments, you can:

• Assign forms by entering an email address, phone number or Streamline user/group
• Assign forms using a field from the workflow
• Send assignment messages via email or SMS
• Customize email or SMS messages
• Add multiple recipients using the “+” button
• Assign forms to any email address or phone number, not limited to existing Streamline users

How to Use Assignments

Follow these steps to assign a form within your Streamline project:

Open your workflow in Streamline. Navigate to the form step you want to assign. In the example below, the first Form step collects information that determines who the second Form step will be assigned to.

In the form settings, look for the “Assignment” tab. It's important to note that if you haven't added or assigned someone, this step goes to the person who completed the previous step. If that person isn't available, the workflow pauses. 

Click on "Add assignee". Under each assignee you've created, you can customize the following:

• Assignee label: a label to identify the assignee/group

• Assign via: choose how to reach the assignee (via Streamline user selection, Email or Phone/SMS)

• Authentication: how the assignee verifies their identity (No authentication vs one-time passcode)

Note: Authentication only works for assignees that are not already a Streamline user 
 

Next, you'll want to decide on which of the  following methods to assign the form. These methods will look slightly different depending on how you've chosen to reach the assignee:

• Streamline user selection - If you've chosen this option for your assignee, you can choose a Streamline user on the account or a group of users to complete the assignment.
• Email - If you've chosen this option for your assignee, you can manually type, search or drag and drop an option from a previous step to dynamically assign the email.
• SMS - If you've chosen this option for your assignee, you can manually type, search or drag and drop an option from a previous step to dynamically assign the Phone number.

To add multiple recipients:

• Click the “+ Add another” button to include additional assignees. 

Reminder: The request can be sent to multiple people, but only one needs to complete it.

Below the assign section, you'll see the option to configure the message that will be sent out to the assignee. The messaging options will be different based on if you're using Email or SMS. It's important to note that you can map data chips from the data fields sections on the left to dynamically customize your message. 

Email Delivery Example 

Note: Toggle the CC/BCC option if you'd like to add more email addresses to the message

SMS Example

Click X to finish. 

Once assigned, the form will be sent out, and the first person to complete it will lock in the response. Others will see a message that the workflow step is already complete.

Assignment Behaviour and Workflow Logic

Assignments affect the flow of the entire workflow. Once set, all following steps will follow that assignment.

Feature Considerations

• Assignments currently apply only to forms
• Streamline Users must log in to view a session.

• The assigned email/phone does not have to match the login, as long as a Streamline user completes it.