Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Overview

Workgroups are sets of users who work together and perform common business functions. Many of the detail pages in nVIRO allow the assignment of an item (such as a submission) to a workgroup and a user. 

Workgroup membership in combination with security group roles impact the effective permissions that a user has in the system. See Security Groups for information on security role scope and workgroups.

Searching Workgroups

To manage workgroups, navigate to Admin > Workgroups.

Image Removed
Image Added

The Workgroups list page is displayed with all workgroups. Narrow down the displayed list by using one or more of the filter fields: Workgroup Name, Boundary Type, Supervisor Name, or Status.

Image Removed
Image Added

Adding a Workgroup

On the Workgroups list page, click the Add New Workgroup button.

Note

A workgroup cannot be deleted after it has been created.

Image Modified

To add a new workgroup, a workgroup name

and boundary type are

is required. See Workgroup Fields for more details about each field.

Image Removed

image-20241213-192300.pngImage Added

Workgroup Fields

The following fields are available on the Edit Workgroup page:

Field

Description

Workgroup Name

The name of the workgroup, which must be unique.

Supervisor

This is an optional field that indicates the supervisor of the workgroup. The supervisor name is available as a document template merge field and is also is available as a notification recipient for any notification that is sent to the item's assigned user or processor. Note: selecting a user as a supervisor does not automatically make them a member of that workgroup; if you want them to be a workgroup member, you'll need to add them to the workgroup separately.

Workgroup Users

The list of users assigned to the workgroup.

Status

Indicates whether the workgroup is active or inactive. A workgroup cannot be deleted after it has been created—it must be inactivated instead. Inactivating a workgroup prevents the workgroup from being assigned to items in nVIRO.

Click SAVE to create the Workgroup. After saving, the workgroup is displayed with two tabs, Details and Routing and Boundaries.

Editing the List of Workgroup Members

From the Workgroups list page, click Open for the workgroup you want to update. The Edit Workgroup page opens.

Image Removed
Image Added
  • To add a user, type and select their name at the bottom of the Workgroup Users list.

Image Removed
Image Added
  • To remove a user, find them in the Workgroup Users list and click the Remove button (x) that corresponds to their name. 

Image Removed
Image Added
Info

Workgroups may also be added or removed from individual users from the User Detail page.  See User Management form more information.

Assigning Roles to a Workgroup

If automatic assignment of tasks based upon is desired, upon adding a user to a Workgroup, they can also be assigned a Role. Workflow tasks that are configured for assignment based on role will be assigned to the person assigned to the corresponding role.

In the example below, if a workflow template contains a task to be assigned to the Permit Engineer, when the workflow is added to a record, the role assignment is based on the primary processor’s workgroup. Thus, if the record is assigned the NW Region, the workflow task is assigned to Sally; if the if the record is assigned the NE Region, the task is assigned to Aisha.

Image Added

To assign roles to a workgroup:

  • Navigate to the workgroup.

  • The workgroup page displays:

    • Name - User Name

    • Role - If a user has a specific agency role, this will be stated here

    • Edit Role button - This provides for adding or editing the user role

Image Added
  • Click Edit Role (Default is Unassigned)

Image Added
  • Select from the dropdown list the Role to assign to the User.

Info

A Role needs to be configured in the Role Types lookup to be available for selection.

Image Added
  • Workflows tasks that specify a role assignment will now be assigned to the user designated with the corresponding role.

Workgroup Change Impacts

Info

If a workgroup is changed on a parent record (submission, evaluation, etc.) any incomplete role-based tasks are automatically reassigned to the user in the new workgroup that has the corresponding role.

Workgroup Status

A workgroup can be marked as active or inactive by changing the status accordingly.

Image Added

Routing and Boundaries

There are two fields on the Routing and Boundaries tab that are used to configure the ability to route submissions to a functional workgroup based on evaluation of the project location against a designated SQL Spatial Layer.

image-20241213-193809.pngImage Added

Workgroup Routing Tag Value is used to indicate in the form which routing data to use to route the submission.

Geographic Boundary Type allows the user to select one geographic boundary to apply to this workgroup. Once selected, a list of available layer names can be assigned.

image-20241213-193943.pngImage Added

Copying a Workgroup

When creating a new workgroup that is similar to an existing workgroup, it can be convenient to make a copy of the existing workgroup and then make some changes rather than starting from scratch. This can be done as follows:

  1. On the Workgroups list page, click the Copy button for the existing workgroup. This opens the Copy Workgroup page and creates a new workgroup with the same Supervisor, Boundary Type, and Workgroup Users as the original workgroup; however, the name of this new workgroup is blank.

  2. Enter a name for the new workgroup. 

  3. Make any desired changes to the other fields on the page (such as editing the list of workgroup users).

  4. Click Save to save the new workgroup.

Deleting a Workgroup

Status

A workgroup can be

marked as active or inactive by changing the status accordingly.Image Removed

Workgroup Fields

The following fields are available on the Edit Workgroup page:

Field

Description

Workgroup Name

The name of the workgroup, which must be unique.

Supervisor

This is an optional field that indicates the supervisor of the workgroup. The supervisor name is available as a document template merge field and is also is available as a notification recipient for any notification that is sent to the item's assigned user or processor. Note: selecting a user as a supervisor does not automatically make them a member of that workgroup; if you want them to be a workgroup member, you'll need to add them to the workgroup separately.

Boundary Type

Options are Statewide, By County, or By HUC.

  • Statewide is for groups that are not bounded by a county or HUC.

  • By County allows the workgroup to be specific to a single or multiple counties. This can be used to route newly received applications to the correct county-level workgroup based on the geographic location of the site or the facility referenced on the submission form. This is done automatically by a background process in nVIRO that cross-references the site location with the appropriate workgroups based on the site coordinates or the site county.

  • By HUC allows the workgroup to be specific to a single or multiple HUCs (Hydrologic Unit Code).

Workgroup Users

The list of users assigned to the workgroup.

Status

Indicates whether the workgroup is active or inactive. A workgroup cannot be deleted after it has been created—it must be inactivated instead. Inactivating a workgroup prevents the workgroup from being assigned to items in nVIRO

deleted if it is not referenced anywhere (e.g. set as a default workflow on a form or project, or assigned to any record). If a workgroup is unreferenced, a Delete option will appear on the Workgroup List page’s context menu for a workgroup row.

On this page

Table of Contents
minLevel1
maxLevel2
outlinefalse
typelist
printablefalse

Related Content