Allow Requests to Automatically be Assigned

NOTE: If you are using walkthrough mode for Requests, click here

ML Work Orders™ allows Requests to automatically be assigned to specific users based on the following Request criteria:

• Request Type
• Building
• Problem Type

For example: You may want to auto assign all Maintenance Requests for your High School that are related to Keys and Locks to a specific staff member (or staff members).

Manage Auto Assignments

On this page, users can manage all of the existing auto assignments, while adding new auto assignments.

• If users in an auto-assignment do not have permission to access their assigned requests based on their auto-assignment, their names will be highlighted in red and a tooltip will display if you hover over their names.

• If you have multiple auto assignments setup at your district and you're not sure which auto assignment a request will fall under, the "Auto Assign Sandbox" will let you know which user(s) are next to be assigned a specific request.
• Once Selecting The "Auto Assign Sandbox" button a window will pop up and it will ask you to provide the following information:
  1. Request Type
  2. Request Categories (If using Walkthrough Mode) OR Problem Type (If not using Walkthrough Mode)
  3. Select a Building

• Once you select all of your criteria, a table will display at the bottom of the window letting you know which User(s) are next in line to be assigned a request that meets the criteria you have selected above.

Adding Auto Assignments

To set this up you will take the following steps:

1. Select Settings >  Manage Auto Assignments.
2. Select the add icon () to add a new Auto Assignment rule or select the edit icon () to edit an existing auto assignment.
   1. Note: Hovering/selecting the "i" next to the Teams field indicates when Team(s) are selected, all users within that Team will be included in this auto assignment.
3.  Select the Request Type this rule will apply to.
   1. Note: If there is only one request type, this will be defaulted for you.
4. Select any Building(s) this rule will apply to.
5. Select any Problem Type(s) this rule will apply to.
6. Select the Method to apply to this rule
   • There are 3 methods of auto assignments
     • Assign to All
       • The request will auto-assign to all selected Users/Teams
     • Round Robin
       • The request will auto-assign to a single user based on the last assignment date within the criteria of the auto-assignment.
     • Load Balance
       • The request will auto-assign to a single user based on the count of Open Requests by the user within the criteria of the auto-assignment.
7. Select the User(s) that these Request should be assigned to.
8. Select the Team(s) you want to auto-assign these WO's to
   1. Note: This will automatically assign any WO met with the criteria above to everyone that has the specific Team selected. This is typically used for Technology Departments. 
9. Select the Save button.

Auto Assignments with Walkthrough Mode

You can set up Auto Assignments by Request Category for any Request Types that have walkthrough mode enabled.

1. Select Settings >  Manage Auto Assignments.

2. Select the add icon () to add a new Auto Assignment rule or select the edit icon () to edit an existing.

   1. 
3. Select the Request Type that has walkthrough mode enabled
4. Give the Auto Assignment a Name
5. Select any Request Categories that apply to this auto-assignment
6. Select any Building(s) that apply to this auto assignment
7. Select the Method to apply to this rule
   • There are 3 methods of auto assignments
     • Assign to All
       • The request will auto-assign to all selected Users/Teams
     • Round Robin
       • The request will auto-assign to a single user based on the last assignment date within the criteria of the auto-assignment.
     • Load Balance
       • The request will auto-assign to a single user based on the count of Open Requests by the user within the criteria of the auto-assignment.
8. Select User(s) that apply to this auto-assignment 
9. Select Team(s) that apply to this auto assignment

For both round-robin and Load load-balancing methods, you have the option to "Skip" the selected user for the assignment of the request. This can be beneficial if the assigned user is unavailable, like on PTO at the time the request was assigned to that user.

Selecting "Skip" will update the assignment to the next user in line based on the Load Balancing / Round Robin Method

The Request will then automatically be assigned to the selected user(s) and they will receive an email notification that a Request has been assigned to them.

Note: Approval will automatically be bypassed for these Requests.

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