In an Enfesys process where alerts will be assigned to Report users instead of units, the setup requires an Input variable holding all the Report users as answer alternatives. This Input variable can be created which automates the update. By using the new type “Report user variable” all the Report users are added as answer alternatives automatically, the answer list will also be updated automatically when Report users are added, removed or edited in the project so no manual updates of the Input variable are needed
When using this new Report user variable in a Form it is also possible to limit which Report users are to be displayed in the list. This is to prevent that an alert case is assigned to a Report user without relevant access rights to the current respondent. The limitations are based on data of the selected respondent and the access rights of the Report users.
If a respondent for example belongs to “Sweden” and the “Sales” touch point the list of Report users in the Form could display the users with access to both “Sweden” and “Sales” only, when a respondent belonging to “Germany” and the “Service” touchpoint is selected the same list will display the Report users with access to “Germany” and “Service” only.
Below you see a summary of the functionality of the new Input variable type:
The new type “Report user variable” can either be multiple choice or Single choice, what to select depends on how the work flow process has been designed, can a case be assigned to multiple users or just one user?
The answer list of the Input variable is updated automatically when Report users are added, deleted or edited in either the project (manually updated or updated via Excel uploads) or updated in the new global Report user page
The structure of the Answer alternative texts is defined with “tokens” like for example “[Last name] [First name]”
The order of the answer alternatives is always alphabetic
A Report user that has been deleted from the project is still kept in the Input variable but with the suffix “Removed” (see example further down). The purpose of keeping an answer alternative of a deleted user in the Input variable is to have the ability to for example reassign cases or to allow reporting on the deleted Report users. The deleted Report users can be deleted from the Input variable manually as long as no data is assigned to this answer option.
The new type of Input variable holding all the Report users are created in the Input variable page, follow the steps below:
Enter Input variable page and the Create new tab
Enter a Code and Question text of the variable
In the Type list select either “Report variable single choice” or “Report variable multiple choice”
In the “token” area enter the desired format of the Answer alternative text. The available tokens are shown in the interface when entering the text field for defining the answer text logic.
As stated above a deleted Report user is still kept in the Answer list of the Input variable, the deleted users are shown with “Removed” as suffix as shown in the image below. The answer alternative text of deleted Report user can be edited if needed and these options can also be deleted manually. To delete these answer alternatives you can either delete these options one by one or all at the same time, see these options in the image below.
Here we see the options that can be used to delete an answer alternative of a deleted Report user.
When the new Report user variable is added to a Data Field in a Form it is possible to define if all Report users (all answer alternatives) shall be shown or if the Report users shall be limited based on access rights of the users and the data of the respondents to prevent that a case is assigned to a user without access right to the respondent.
When the Data Field shows a Report user Variable a new panel appears named Content in the sheet Settings as shown in the image below. In this panel you can define if all Report users shall appear or if the list shall be limited based on Report user access rights to filters.
The default setting is to list all the Report users but by ticking the option “Limit Report users based on access rights” you can select which Filters to be used for limiting which users to be appear in the list.
Here we see an example where Country and Touchpoint have been selected to for limiting which users to be included in the list.
Below we see an example of the logic used to limit the Report users. The table to the left shows the data in the project, the table in the center shows the Report users and their access rights and the table to the right shows which Report users to be listed when each respondent is opened in the Form.