You use the Person Groups application to specify that a
group member for a specific organization or site must 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 Site 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.
For complete information on the Person Groups application, see
the help for the Person Groups application in the Knowledge Center
for your product.