The template editor allows element to be assigned to users or user groups. In the launch document process, the Assign to User functionality requires you to assign a specific user(s) to each element, while the Assign to Group functionality only requires that you assign user(s) to each group and those users will be automatically applied to corresponding elements that are assigned to that group. Thus, the Assign to Group functionality makes assigning tasks extremely fast when you have several elements that are going to be assigned to the same user(s).
We refer to these as a "group" rather than "role" because the term of role has security and permissions associated with them. We wanted to provide you with flexibility to assign users various tasks.
When editing the template version with the template editor, you can assign an element to group. You will not specify the user(s) in that group while editing the template. When using a template to launch a document, and the template includes elements that assigned to a group then there will be a step in the launch process to select the users for each group.
In the template editor, an element assigned to a group has a user tag icon under the element. You can see the user tag icon under this text field element and the two checkbox elements. When you hover over the user tag icon it will display the group the element is assigned to.
Once a document is running using a template that has elements assigned to groups and users are assigned to the groups in the launch process, the running document will display the assigned users next to the user tag icon.
How to Assign Element to a User Group
To assign an element to a group, follow these instructions:
1. In the template editor, locate the element you want to assign to a group.
2. Click on the element to bring up the options menu in the right sidebar.
3. In the options menu find Assign to Group.
4. Toggle the Assign to Group switch to the on position.
Note that when an element is assigned to a group, it can not also be assigned to specific user(s). Thus, the option for Assign to User is hidden when Assigned to Group is enabled on the element.
5. Then you need to select the group to assign the element to.
If you have existing groups, you can select one.
Of you can create a new group by simply inputting a new group name. Then you will have the option to create a new group. To create the new group, click the Create New Group button. Then the element will be assigned to this new group.
5. Click the Save button on the element.
6. The element will be assigned to group and the user tag icon will be displayed under the element. And when you hover over the icon, the name of the group will be displayed.
Now when the a document is launched using this template, the launch process will include a step to assign one more more users to this group.
Launching a Document and Assigning Users to Groups
When a document is launched using a template includes elements that are assigned to a group, the launch process will include a step to Assign Users. This Assign Users step is after the first step of creating the document.
When the document is created and it requires users to be assigned to one or more groups, the status of the document will be draft. After all groups have at least one user assigned, then the document can be run. Running the document changes the status from draft to running.
Once we continue from Create Document in step 1, we are directed to the Assign Users page.
On the Assign Users page we need to assign a user to each of the groups. The groups used in the template will be included at the top of the page. Then you will just need to assign a user(s) to each group.
From the user dropdown for a corresponding group, select at least one user. You can only select one user and do not need to select more than one. Multiple users is optional but one user is required.
Once you select a user for a role, all elements assigned to that group will have that user assigned to it as well. As you can see in the example, the one user was assigned to the one role and all 3 tasks were assigned. This is because all of the elements in this template were assigned to the same group.
You should now understand how using the Assign to Group functionality is at lot faster than using the Assign to User functionality.
Once all elements are appropriately assigned to users, the Run Document button will appear at the top of the Assign Users page.
You can review what elements are assigned to each group by clicking on an element that is assigned. In the right sidebar there will be a panel to select the assigned user.
The Run Document button will also appear in the right side bar.
Clicking the Run Document will finish the launch document process. The document will now be in the running status.
Below shows how the elements assigned to a user(s) appear when running a document. The user's gravatar is displayed next to the user icon. Hovering over the user's gravatar will display the user's name.