Assignments transfer information and responsibility for task execution to the correct person. Assignments can be used, for example, to request a colleague to look over a proposal before it is sent to the customer.
Assignments can be included in a workflow, or they can be independent.
Because the assignments are separate objects, they have their own version history and permissions. For this reason, the document and assignment included in it can have separate permissions, and therefore only a user who has reading rights to the document can mark the assignment completed. The user does not need to have rights to edit the document, meaning that users with a read-only license to M-Files can also mark the assignment completed.
Creating assignments
To send an assignment to another M-Files user, you can
either select to create a new assignment via the Create () menu, or through the context menu.
Because assignments are objects, you can define the same assignment for several objects. Or, inversely, add several different objects to the same assignment. For example, you can assign several drafts to a colleague for inspection with a single assignment.
It is a good practice to give the assignment a descriptive name and description, so the assignees know what they are expected to do.
You can give the assignment a deadline. If the assignees do not react to the assignment in time, they will receive email notifications that the assignment deadline is either approaching, or has passed.
The person sending the assignment can select to monitor the assignment, by adding themselves to the Monitored By field on the assignment metadata card. This means that the person monitoring the assignment will be notified via email once the assignment has been completed by the assignees. You can leave this field empty if notifications are not needed.
Finding assignments
When an assignment is sent to you, you get an email notification. The assignment can be opened directly in the email notification, or it can be found in the Assigned tab. If there is a document attached to the assignment, it can be found through the relationships.
The assignment description tells you what you are required to do.
Completing assignments
Once the required tasks are fulfilled, you can mark the assignment as completed by selecting the check box on the assignment metadata card.
When you have marked the assignment as completed, it disappears from the Assigned tab. Comments can also be left, and after marking the assignment complete and saving, they can be found on the metadata card.
