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Bulk assigning a checklist to multiple users in Assurance
Who is this article for?Full Users who want guidance on assigning a checklist to a user in Assurance.
Full user type with checklist read rights and checklist assignment create rights are required.
This article provides step-by-step instructions on bulk assigning a checklist to multiple users in Assurance.
1. Assigning a checklist
You can assign a checklist from the checklist library, when viewing the checklist details or through the checklist assignments tab.
To quick assign a checklist from the checklist library:
- Select Checklists from the navigation menu then select Checklists from the dropdown menu.
- Next to the checklist that you want to assign, select on the ellipsis icon.
- From the More Actions dropdown menu, select Assign Checklist.
To quick assign a checklist from the checklist details tab:
- Select Checklists from the navigation menu then select Checklists from the dropdown menu.
- On the Checklist Library page, select on the Key to the checklist that you want to assign.
- Under the Details tab of the checklist, select on Assign Checklist.
To quick assign a checklist from the checklist assignment tab:
- Select Checklists from the navigation menu then select Checklists from the dropdown menu.
- On the Checklist Library page, select on the Key to the checklist that you want to assign.
- Switch to the Assignments tab then select Assign Checklist.
2. Quickly assigning a checklist
2.1. Bulk assignment
All methods outlined above will reveal a Checklist - Quick Assign popup modal. To quickly bulk assign a checklist to multiple users:
- Switch to the Bulk Assignment tab.
- Select from one of the following three Person Responsible options:
- Select Person Responsible: Entering multiple users will allow each person to work on their own checklist assignment.
- Select Person Responsible by Business Unit: Selecting a business unit will assign all users in that business unit with their own checklist.
- Select all Lite Users: Selecting this option will assign all lite user with their own checklist.
- Enter a Due Date for the checklists to be completed.
- For recurring checklists, select the Repeat tick box and configure the repeat frequency.
- Linked Forms or Registers can also be added to the checklists.
- Select the Assignment Settings section to configure the assignment settings for these checklists.
- Select the Next button to review the checklist assignment before they are created.
2.2. Reviewing the bulk assignment
You will have the opportunity to review the checklist assignments before they are created. If a particular assignment is not required, select on the bin icon next to the assignment to remove it.
The Business Unit and Linked Registers & Forms for each individual assignment can also be adjusted from this screen.
Once you have reviewed all the checklist assignments, select Create Assignments. Please feel free to work on something else. Assurance will inform you when these assignments have been created.
If you would like to cancel the assignment creation, select Abort & Rollback. Selecting this button will display a warning screen to confirm the cancellation of the bulk assignment, removing all previously created assignments.
Please note
Assignments can only be aborted during the assignment creation process. Once Assurance creates the checklist assignments, it cannot be undone.
You can select the x to close the window during the assignment. This will not stop the process, as it runs in the background. A notification will appear in the notifications bell once the assignments are created.