Task Menu: Recipient Rules

When assigning Recipients to a task there are two additional configurations that can impact how a Recipient is assigned, what order those Recipients may be assigned to a task to complete, and how a task completes based a Recipient(s) completing a task.

These additional configurations are based on:

• Recipient Processing Rules
• Recipient Level Rules

Each is explained in detail below.

Recipient Processing Rules

Recipient Processing Rules dictate both when a Recipient is assigned to a task and how the task will be completed based on a Recipient’s completion of a task.

There are three distinct Process Rules:

By default, when you assign a Recipient(s) to a task, the Processing Rule called One of the Recipients is selected:

In the example above, Bob, Bruce and Cole would be assigned this task to complete but only one of them is required to complete the task because the Recipient Processing Rule is set to One of the Recipients.

If the option For All Recipients is selected as a Process Rule, then Bob, Bruce and Cole would be required to complete a task.

If the option Each In Order is selected, you can determine the order in which Bob, Bruce and Cole are assigned the task to complete:

Once the Each in Order option is selected, an option on the Recipients rows becomes enabled to define the order in which those Recipients are assigned to the task.

Select the up/down arrows to move your recipients in the order you want.

In the above example, Bob is set to be order number 1, Bruce is set to be order number 2 and Cole is set to be order number 3. What this tells Integrify is that when this particular task starts, Bruce will be notified to complete the task but it is only after Bob completes the task.  Once Bruce completes their task, Cole will be then be notified to also complete the task. Once Cole completes the task the task will be marked as completed.

 

Recipient Level Rules

For each Recipient added to a task, it is possible to apply specific rules based on process data to determine whether a recipient should be assigned to a task when the task is started. 

These rules may be based on the person starting the process, data from a form that was submitted in a prior task, or even the status of the request.

If a rule(s) has been applied to a Recipient of a task, the number of the rule will be displayed in the Rules column for that Recipient.

In the example above, Bruce has 2 rules applied to their Recipient row which will determine whether or not Bruce should be assigned to complete the task when the task is started.

To add or edit a Recipient Level Rule, select the icon in Rules column for the recipient and the select Add Rule: 

In this example, Bruce has two rules associated with their recipient record.  It states that if the Requester of the process is in the Department of HR equals true and the data entered in the New Hire Form is Full-time for the Full or Part-time question, then the Bruce will be assigned the task to complete.  If the rules are not met, the Bruce will never be assigned to the task.