Assignees and additional assignees

Assignees

Usually every case has an assignee who is responsible for this case. This particular user is called the assignee. Each case can only have one assignee.

• CM systems are often configured to automatically send emails to users who just got assigned to or unassigned from a case.
• Emails with notifications regarding the case are often sent automatically to the assignee of a case, e.g., when the resubmission date is reached or a new email for the case was received.

The cases assigned to you are shown in your case list in the group Own cases or if you activated the filter Own cases.

The assignee of a case is stated in the case header:

Figure 50: Unassigned and assigned cases

Additional assignees

A case can have any number of additional assignees in addition to its assignee. Additional assignees are assignees who have a specific purpose, which depends on your business process. Usually, an additional assignee has to carry out a certain task within the process or he has to be informed about the progress of the case. For example, additional assignees can be used in approval processes to assign the case to an approver. Additional assignees have a function which indicates their role/task in the process.

The additional assignees of a case are displayed in the additional assignees section. If there is at least one additional assignee, the assignee (if present) is displayed in this section as well. The assignee's icon has a little soccer ball and a red label assigned after his name. The additional assignees are sorted by their function and displayed below the heading corresponding to their function. If there is an approval process for this case, there can be various other symbols added to their icons.

Further effects of being the additional assignee depend on the individual configuration of your CM system. For example, additional assignees might get certain notifications regarding the case.

The assignee of a case can also be added as an additional assignee for the same case. This can be the case if an assignee is responsible for a case and at the same time has to serve a specific function.

Figure 51: Additional assignees of a case