Person groups and workflow assignments

You use the Person groups application to specify that a group member for a specific organization or site be used when making workflow assignments. Workflow assignments are made to roles.

Different workers can perform the same role on different shifts. Creating person groups for roles such as "supervisor" or "safety engineer" simplifies a workflow process. Creating person groups also reduces the need for revisions as individuals move in and out of roles.

Workflow assignments are based on entries in the person group role record. If the Broadcast check box is selected on the role record, the task is assigned to all members of the person group. If the check box has not been selected, the product goes through the following steps to determine the appropriate role for the task:

• The product checks for a person record with appropriate entries in the Calendar and Shift fields for the assignment, verifying the group members in the order specified by the Sequence field. If no sequence values are specified, the assignment is made to the first group member with an appropriate entry in the Calendar and Shift fields. The search logic depends on whether the workflow process is for an application at the site, the organization, or the system level.
  • If the application is at the site level, the first check is for person records where the value in the Use for Site field matches the site of the record in the workflow process. The next check is for person records where the value in the Use for Organization field matches the organization of the record in the workflow process. The third check is for person records where there is no value in either the Use for Site field or the Use for Organization field.
  • If the application is at the organization level, the product checks for person records where the value in the Use for Organization field matches the organization of the record in the workflow process. The next check is for person records where there is no value in either the Use for Site field or the Use for Organization field.
  • If the application is at the system level, the product checks for person records where there is no value in either the Use for Site field or the Use for Organization field.
• If there is no person whose Calendar and Shift entries match the assignment, the product checks for a person record who is listed in the Site Default field. (This field is optional; you can specify a single site default per site.)
• If no site default is specified, the product checks for a person record who is checked in the Organization Default field. (This field is optional; you can specify only a single organization default per organization.)
• If no organization default is specified, the Group Default person is assigned. By default, the first person added to a person group becomes the group default, but you can modify this setting.