Administration

This section provides information about performing administrative functions. For more information about administrative functions, see the Winshuttle Workflow Administrator Guide.

Winshuttle Designer Out of Office Delegations

Out of office delegations allow you to automatically assign your in-coming assignments to another member of your team when you are out of the office. This allows you to maintain uninterrupted execution of your company’s business processes.

You can create multiple out of office delegations to automatically reassign your assignments from different workflows to other team members. Assignments will be delegated based on matching the criteria of a delegation.

For example, assignments matching criterion A are routed to John, assignments matching criterion B are routed to Lisa, assignments matching criterion C are routed to Bill, and assignments not matching any criterion are routed to Mary.

Adding Out of Office Delegations

1. Go to a SharePoint site and click the Winshuttle Process List header.

   

   The Winshuttle Process List Detail View appears.

2. From the Actions menu, click Out of Office Delegations.
3. Click Add Out of Office Delegation.
4. In the Choose User area, enter the name of the user that will receive the assignments.

   NOTE: The user must be a member of the group that has access rights to the SharePoint site you are working with.

5. In the Choose Effective Dates area, select a start and end date.
6. From the corresponding menu in the Add Rules area, select the criterion for the rule:
   • Name Begins with—workflows with names that begin with the specified value (defined in the Value field) will be delegated to the chosen user.
   • Name Ends with—workflows with names that end with the specified value (defined in the Value field) will be delegated to the chosen user.
   • Name Contains—workflows with names that contained the specified value (defined in the Value field) will be delegated to the chosen user.
   • Extended Attributes Match—workflows that contain the given extended attribute value that matches the specified value (defined in the Value field) will be delegated to the chosen user.
7. Add a value. Click Add. A new listing is added to the Out of Office Delegations list.

   NOTE: Assignments are delegated based on matching the criteria of a delegation listing. If you have multiple delegations, they are evaluated from the top down. You can sort the stacking order of multiple delegations by using the corresponding arrows next to each listing.

   TIP: Add a generic delegation at the end of your Delegations List to catch any tasks that do not match the criteria of your other listings.

8. Go to a SharePoint site and click on the header of your Process List.

   The Winshuttle Process List appears.

9. In the Actions area, click Out of Office Delegations.

   The Out of Office Delegations window appears.

10. Use the corresponding Up and Down arrows to sort the order of the Delegations List.

    

Deleting Out of Office Delegations

1. Go to a SharePoint site and click on the Winshuttle Process List header.

   The Winshuttle Process List appears.

2. In the Actions area, click Out of Office Delegations.

   The Out of Office Delegations window appears.

3. Select the check boxes of the out of office delegation listings you want to delete.
4. Click Remove Selected Delegations.
   The out of office delegation(s) are removed from your Delegations List.

Bulk Reassignment

Bulk Reassignments enable you to reassign all of one person’s assignments to another person. This can be done for a single task (to accommodate departmental restructuring for example) or for all tasks (to accommodate someone leaving the company), allowing you to maintain continuity and efficiency in workflows while minimizing downtime.

NOTE: To perform this function you must either be logged in as the Winshuttle Administrator or have the permissions specified in the BulkReassignmentPermissionSets Configurator key.

1. Go to a SharePoint site, login as Administrator, and click Winshuttle Process List.

   
   

   The Winshuttle Process List appears.

2. From the Actions menu, click Bulk Reassignment.

   The Winshuttle Bulk Reassignment window appears.

3. In the Reassign from the user with this user name text box, type the domain/username of the person whose assignments you want to reassign.
4. In the To the user with this user name text box, type the domain/username of the person to whom you want to assign the tasks.
5. Click Continue.

   The Winshuttle Bulk Reassignment Select and Confirm window appears.

6. Use the check boxes to set the reassignment rules and click Confirm Reassignment.

   The selected assignments and processes are updated with the new user assigned to them.