Advanced Assignment System

Advanced Assignment Overview

In large, multi-facility organizations, manually assigning tasks, incident investigations, and safety inspections can quickly become an administrative bottleneck. The Advanced Assignment System solves this by letting you define smart routing rules based on where an event occurs (its physical site) and who is qualified to handle it (their user group).

Instead of picking specific names one-by-one, you configure dynamic assignment rules. For example, when an incident is logged at the North Warehouse, the system automatically identifies the safety leads or managers responsible for that specific location and routes the investigation to them instantly.

⚡ How Advanced Assignment Works

1️⃣ All Members of Selected Site

This option automatically assigns the item to every user mapped to the site where the event or record is logged.

• Site Admins Only Toggle: When enabled, the system excludes regular members of the site and only assigns users who have been designated as Site Administrators for that location.

2️⃣ Members of Selected Site who are also in User Groups

This option performs a smart intersection. It only assigns users who are members of the site where the record is logged AND belong to one of your selected user groups (e.g., "Maintenance Team" or "HSE Inspectors").

• Group Admins Only Toggle: When enabled, the system restricts the assignment to only those users who hold a Group Administrator role within the selected user groups.

3️⃣ Site-Specific Configuration

This is the most customized option. It allows you to map completely different users and groups to each physical site individually. For instance, you can designate Sarah and the HSE Group for Site A, but assign John and the Compliance Group for Site B.

• Always Assign Site Members Toggle: When enabled, the system assigns all members of the configured sites regardless of where the event occurred. When disabled, the system operates in a context-sensitive mode, assigning only the specific users or groups mapped to the site matching the logged record.

🌳 The "Include Parent Sites" Option

Organizational sites are structured hierarchically (e.g., Global HQ ➔ North Region ➔ Manufacturing Plant #1 ➔ Assembly Line A).

When you enable the Include Parent Sites option, the system climbs up this structure:

• If a record (such as an incident, inspection, or task) is logged at Assembly Line A (a child site), the system evaluates the assignment rules for Assembly Line A, but also considers the rules, managers, and groups assigned to Manufacturing Plant #1 and North Region (its parent sites).
• This is ideal for ensuring regional managers, safety directors, or corporate oversight teams automatically receive assignments for work or events occurring at any sub-facility or line under their jurisdiction.

💡 Practical Examples & Real-World Scenarios

Scenario A: Regional Quality Oversight (Climbing the Hierarchy)

• The Organization: A retail company has 50 individual stores (child sites) grouped under 5 regional offices (parent sites).
• The Setup: Under the "Customer Injury" incident type, the administrator configures the Quality Manager assignment using Site-Specific Configuration, selecting the respective Regional Operations Manager for each of the 5 regional offices. They also enable the Include Parent Sites toggle.
• How it works: When a store associate reports a customer injury at Store #12, the system checks the site hierarchy. It identifies Store #12's parent as the Eastern Regional Office, and automatically assigns the Eastern Regional Manager as the Quality Manager to oversee the investigation.

Scenario B: Intersecting Site Teams with Specialized Roles

• The Organization: A manufacturing company with multiple plants. Each plant has its own local staff, including some who belong to a global "First Aid Responders" group.
• The Setup: For the "Minor Medical" incident type, the administrator configures the department group assignment to use Members of selected site who are also in, selecting the "First Aid Responders" user group.
• How it works: If an injury is reported at Plant A, only the users who are members of Plant A AND members of the "First Aid Responders" group are assigned. First Aid members at Plant B are not bothered, and regular employees at Plant A (who aren't first aid trained) are excluded.

Scenario C: Centralized Compliance Auditing

• The Organization: A business wants a central Global Compliance Audit team to oversee all inspection failures across all sites, without needing to list the compliance team members under every single store.
• The Setup: In the inspection failure task template, the administrator configures a Site-Specific assignment, selects the Global Compliance user group, and enables the Always Assign Site Members toggle.
• How it works: No matter which local site fails an inspection, the members of the Global Compliance team are always assigned to review and address the corrective action task, ensuring centralized quality control.

❓ Frequently Asked Questions

What happens if a site has no users that match the routing rule?

If an event, task, or inspection is logged at a site that has no users matching the rule (e.g., no site admins exist), the system will look up the hierarchy to parent sites (if Include Parent Sites is enabled) to find a recipient. If no matching user is found anywhere, administrators are notified to assign a handler manually.

Can a user belong to multiple sites and receive assignments for all of them?

Yes. If a user is mapped to both Site A and Site B, they will receive assigned tasks and notifications for events occurring at either facility.

How does the "Always Assign Site Members" toggle differ from standard site-specific assignment?

• Standard Site-Specific Assignment (Toggle Off): Context-sensitive. If a record is logged at Site A, only the assignees designated for Site A are assigned.
• Always Assign Site Members (Toggle On): Broadcast style. All users/groups configured under any site in the rule are assigned to the record, regardless of which specific site reported it.