Assigning Specific Submissions to External Users
- Will Rensmith
External users can be given rights to begin and edit specific submissions.
Assigning external users is performed from the Submissions page for a site. An Assign Users to Submission button appears at the top of the screen.
The button will only appear if the following are true:
The current user is an internal user or an external site administrator
One or more submissions are in Not Started or Draft status (since these submissions are the only ones that can be assigned)
There exists at least one external user with “Viewer” role. Only external users with “Viewer” rights are available to assign since these users are restricted from beginning or editing any submission by default.
When clicked, this button navigates the user to the Assignment Mode page.
The Assignment Mode page lists the same submission records (with a more limited set of columns), but adds a selection checkbox column to one or more selected forms and assigns users to the selected forms.
To assign users to forms:
Click the checkbox on one or more submissions to assign them (or select/deselect all records using the selection checkbox at the top of the list).
The Authorized Users field is displayed.
Select one or more users to assign to the forms.
Click Save.
Selected assignees for a submission replace any previously assigned users for the submission. Note: To assign a non-schedule submission, such as an application or permit change submission, the administrator must first start the form. This enables the form to be displayed on the Submissions page with a status of “Draft.” The started submission may then be assigned as needed.
Important: The selected assignees for a submission replace all previously assigned users for the submission.
Assigning a non-schedule submission, such as an application or permit change submission:
To assign a submission that has not been created (e.g., is not on a schedule), the administrator must first start the form. This allows the form to display on the Submissions page with a status of “Draft.” Once created as a draft, the submission may be assigned as needed.
Once the assignments have been made, the user may click Exit Assignment Mode to return to the standard submission page.
On the Submission page, a “person” icon is displayed if the submission has been assigned. Hovering over the icon shows the user(s) currently assigned to the submission.