Document and Workflow Assignees
In this article, we'll show you how to set up assignees for different document types. Some project teams are small, and maybe you're only dealing with one person from the Mechanical Consultant. Maybe it's a large project team, and multiple people are contributing to documents.
With this feature, you will be able to select which team members should be responsible for reviewing, responding, and contributing to documents.
Read more below or watch this video to get started! 💫
Set Up Assignees
Step 1: At the project level, go to the 'Settings' tab and click 'Workflow settings'.
Step 2: On the top of the page, there are horizontal tabs that relate to each document and workflow type in Part3. Click on the workflow you want to set up.
Note: This is also the area where you can establish your naming conventions and disclaimers for each different document type.
Step 3: On the right-hand side of the screen, click the '+ Add Assignees' button.
Note: Make sure you have your project companies and team members set up before assigning individuals to workflows. Read more here for project team setup.
Step 4: Click on the names to add them to the list. When their row is blue, you know they have been selected.
Click 'Next' when you're finished.
Step 5: Select the individual who will be the primary assignee for that document or workflow. When finished click 'Save'.
What is a Primary Assignee?
This is the person who will always be the default assigned to a document and the person's name will appear on the cover page. Don't worry, this can be updated at any time.
Step 6: Repeat steps 2 - 5 for each of the different document and workflow types you have turned on in Part3.
Remember that each set of 'Assignees' is specific to each document and workflow type. 🎉
How Does it Work?
Example #1: This applies to pricing documents, submittals, and RFIs on non-Procore-connected projects.
When you create a new document, the Consultant area at the bottom of the pop-up will look like this.
Fill out the regular information for your submittal, and click on the Consultants that are involved and need to complete a review. Click 'Create'.
All assignees will be sent a notification that they have been added to the document.
Note: If it says "No one assigned" you can still select the Consultant and add assignees later.
On the right-hand side of the screen, you will see the 'Assignees' area where the disciplines and the individuals will be listed.
Each of those individuals will be given a task for that document, and any of them can come in and contribute, complete the review, and respond.
If you want to add or remove people from that list, or send reminders click the 3 dots on the right-hand side and make your adjustments.
Example #2: This applies to Change and Instruction documents/workflows.
When a new change document is created, you will have the option to select which consultant disciplines are involved.
If you have set up the assignees, you will see how many individuals are assigned to the discipline.
Note: If it says "No one assigned" you can still select the Consultant and add assignees later.
Now that you have created the Change or Instruction document, you will see the assignees on the right-hand side of the screen.
In this example, Corey is the 'Primary Assignee'. This means that his signature would appear on the cover page.
✨All Assignees can contribute to the document and add drawings or attachments to build out the change or instruction.
✨If you are not the 'Primary Assignee' and you want to add your signature to the document and issue it, click the orange 'Claim primary assignee' button so your name will appear on the cover page.
As always, if you have any questions or see an issue with this document, please contact us at support@part3.io