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Designating Assignees for a Document (Properties Wizard)

Assignees are those users you designate to read the document. You can assign any PolicyTech user as either a required assignee or as an assignee who will only be notified that a document is available. When the document is published, all required assignees receive an email notification and a task to read the document, while "notify only" assignees receive only a notification email (no task assignment). For required assignees, you can choose to simply have each assignee mark the document as read, or you can include a questionnaire that assignees must pass in order to mark the document as read (see Creating a Document Questionnaire for details).

Designating assignees is a completely optional Properties Wizard step. (A template cannot include required assignees—only optional assignees.) If you don't designate any assignees, the document will be accessible to all users with the assignee role that have access to the sites and departments to which you assign the document.

Important: We recommend that you select assignees by department or job title so you don't have to worry about adding or removing assignees from the document as they are added or removed from PolicyTech. Departments and job titles are automatically updated as user changes are made.

In the Assignees step, first check to see if the template included assignees. In the example below, the template automatically added three departments. Any assignees added by the template are optional and can be treated as suggestions. To remove an optional assignee, department, or job title, click it, and then click .

If your PolicyTech system has multiple sites, do one of the following.

Leave the default site selection to select approvers from the current site.
Under Site, click , select a different site, and then click OK.

Under Site, click , select Allow multiple selections, select two or more sites, and then click OK.

Important: If you will be designating assignees from other sites, see Assignees and Site Access before doing so.

Select one or more departments.

Notes:

A list of departments within the selected site or sites is displayed by default. (If multiple sites are listed, expand a site to see and select departments.) To use another selection method, see Other Ways to Select Assignees.
To assign individual users from a department, click the department name, and then select users.

(Optional) By default, selected assignees receive a task that they must complete by reading and then marking this document as read. To only notify certain users that the document is available once it has been published and not give those users reading task assignments, click the department, job title, or assignee name in the pane on the right, and then select Set as Notify Only. Notice that "Notify Only" assignees are marked with .

Note: To select multiple assignee entities, hold down the Ctrl key as you click each one. To select all Selected Users items (or a contiguous group of items), click the first one and then hold down the Shift key as you click the last one.

(Optional) Set a due date for when assignees should be finished. (This option does not apply to "Notify Only" assignees.) See Setting Due Dates for Writing, Review, Approval, and Assignee Tasks for details.
(Optional) Click Advanced Settings, and then, for Recurrence, click Once or Every. If you clicked Every, then type a number of months, and then, for Start on, click approved/publication date, or click specified date, and then select a date.

(Optional) Click Advanced Settings, and then click Add Note to include instructions or other information for the assignees. See Adding Notes for Writers, Reviewers, Approvers, and Assignees for details.
Do one of the following:

To continue with assigning properties, click Next Step, and then go to Adjusting Security Settings for a Document.
Click Edit Document, and then go to Writing a Document.
To stop assigning properties and finish later, click to the right of Submit for Review, and then click Save and Close. (When you are ready to continue with assigning properties, go to Editing a Draft Document.)