View assignments
If you cannot see the assignment list and see the Access denied message instead, check your Workspace permissions.
The assignment list allows you to review all available assignments, their priorities, and order. By default, it displays the following key information for each assignment:
- Priority: the assignment's level of priority (Critical, Normal, or Low).
- Title: the name of the assignment.
- Task: the type or category of task associated with the assignment.
- Creation date: the date when the assignment was created.
- Assignee: the full name or username of the person assigned to complete the assignment.
You can customize the assignment list by adding more columns to display additional details. The following columns are also available:
- Current user: the user who is currently working on the assignment.
- Custom date: assignments are sorted based on the First In, First Out (FIFO) approach, with the earliest dates listed first.
- Custom order: assignments are sorted based on the FIFO approach, with the earliest entries appearing above newer ones.
- Expiration date: the date by which the assignment must be completed.
- User group: the group to which the assigned user belongs.
- Any custom attributes: additional columns you can set up to display specific assignment details.
Assignments are arranged by their creation date. For other sorting options, refer to Work with queues and Sort and filter assignments.
The assignment list supports infinite scroll. To return to the top, click the arrow in the right bottom corner.
To collapse the side panel, click the arrow button next to QUEUES on the left.
To expand the side panel, click the arrow button again.
Configure columns
When you first log in, the assignment list shows the five default columns.
To view columns based on the business attributes you are interested in, do as follows:
In the top right corner, click the Configure button.
Select the columns you want to display. To add more columns to the drop-down menu, set custom filter attributes.
Click Apply.
The selected columns are shown in the assignment list.
You can search for specific columns using the search field. To clear the search, click the Close button. To reset the search state, click Apply or Cancel.
The changed assignment list configuration is saved per queue and user. For example, if you modify the order of columns in your saved queue, the changes apply to this queue only. If you send a link to this queue to another user, the user will see the default columns, not those you configured.
You can configure the columns using the keyboard:
- To open the drop-down menu, autofocus on the Configure button and press Enter.
- To move between checkboxes, buttons, and the Search field, use Tab. You can also use ArrowUp and ArrowDown to move between the next and previous items.
- To select a checkbox, press Space.
- To click any button (Restore Default, Cancel, Apply), press Tab to autofocus and then Enter.
- To close the drop-down menu, press Escape.
If you uncheck all columns and click Apply, an empty list is shown.
To restore the default columns, click the Configure button and then Restore Default.
You can set up the way your columns look in the assignment list:
To change the width of the columns in the assignment list, hold the pointer over a column border and drag it to modify the width. If the columns do not fit the visible frame, a horizontal scroll appears at the bottom of the list.
To change the order of the columns, drag and drop the selected columns within the list. Mind that you cannot relocate the Assign to checkbox (sticks to the visible area on the left) and the arrow column (sticks to the visible area on the right).
If some information in the list is not visible due to the column size, for example, an assignment title, hover over it to see full details in a tooltip.
Search for assignments
You can search for assignments in all available columns. To start searching, perform the following steps:
In the upper right corner, click the search bar.
Start entering your query or paste a full-text one into the Search field.
The search is initiated on the first symbol entered, and the suggestions are shown in the drop-down list. The column that contains the corresponding query is shown next to the query in the search results.
If you do not select from the suggestions and press Enter, all matching results are shown.
tipAt this stage, you can also click Refresh to view all matching results.
Next to All assignments, you can see the number of found results versus all available assignments:
If you select a search result from suggestions, only the selected result is shown.
If no results match the search criteria, the No matches message is displayed. On pressing Enter, you see the No results found screen. Click the Try again button to return to All assignments.
To discard the search query and return to the assignment list, you can also click Close search. Mind that the search is cleared when you close the page.
- Workspace can show less results in case of an enormous number of matches.
- Completed or deleted assignments are not available in search results.
For more details on advanced search in Workspace, see Set up advanced search.
Select assignments
To distribute assignments among assignees or assignee groups, select the checkboxes next to them. To see a checkbox, hold the pointer over an assignment.
The number of selected assignments is shown in the bottom left corner. To remove the selection, either deselect the checkbox next to the required item or deselect all items by clicking the "-" indication above.
To select all assignments in a queue, check Select all. To remove the selection for all items, uncheck it.
If there are too many assignments in the queue, only the first hundred assignments are assigned.
Select assignee
Use the Assign function to recommend one or more users to do a job or indicate to colleagues that you are planning to process assignments yourself.
You can assign tasks to yourself, an individual user, a user group, or multiple user groups.
Assign to yourself
To process selected assignments yourself, click Assign to me in the bottom right corner.
Your name appears next to the corresponding assignments grouped in the My assignments queue.
Assign to user or user group
To be able to assign tasks to other users, you should have the Administrator or Manager role. To select assignees, do as follows:
Select assignments to be processed and click Assign.
In the window that follows, assign to an individual user or a user group (user groups):
In the User group drop-down list, select one or several user groups.
In the Assignee name drop-down list, select a user. Only one assignee can be selected.
You can search for an assignee directly in the field. For that, start entering the assignee's first or last name or username.
Click Assign. The message that the assignment is successfully assigned appears.
You can only assign to users with permissions for the selected assignments. Otherwise, you see the following warning:
The selected user groups and assignee names are shown next to the corresponding assignments in the assignment list.
Individual users are displayed in the Assignee column.
User groups are displayed in the User group column.
By default, the User group column is not displayed in the assignment list. You should add it manually. For more details, see Configure columns.
When you assign a task to an individual user, you recommend this task to them. It is up to them whether to accept the assignment or not.
Even if a task is already assigned to a specific user, another user can start working on it and complete it. However, once a specific user starts working on a task, it becomes unavailable to other users.
If a task was initially created for a specific user group, only users from this group can view and process it. If you try to assign such a task to a user who is not a group member, the task will not be assigned, and the corresponding message will appear.
When you assign tasks to multiple user groups, the first user group is displayed in the User group column. For the second and subsequent groups, a notification counter is shown. Hover over the counter to view all assigned user groups.
Unassign
To unassign a user or a user group, perform the following steps:
Click the X icon next to the selected option in the User group or Assignee name fields.
Click Assign.
The following message appears:
Refresh assignments
To refresh the assignment list, click the Refresh button.
The assignment list is reloaded in the following cases:
- The counters in the queue are refreshed.
- Newly created assignments are added with relevant information.
- Completed, stopped, paused, and deleted assignments are hidden from the assignment list.
- Assignment statuses are refreshed in case the assignments are processed, and so on.
In case of issues with Manual Task rendering in Workspace, read the following guides: