How to Setup Auto Assignment

Auto-Assignment Configurations can be created so that the Work Order System will auto-assign a new work order to a specific employee based on their shift and/or trade (Specialty).

Access the Auto Assignment Tool

The Auto Assignment Tool is located by selecting the UNITY Admin option from the UNITY main menu, then selecting the Auto Assign Configuration option from the UNITY Admin menu. This tool is permission-based, so it is only accessible to users who have been granted the permission.

Using the Auto Assignment Tool

Overview

When you first accesses the Auto Assignment tool without any configurations created you will see a blank page with filter options, a button to configure new auto assignment shifts, and a Enable/Disable switch for the tool.

Anyone that has access to use the tool will be able to see an explanation of the tool by hovering over the information icon.

Enabling/Disabling the Auto Assignment Tool

Enabling the Tool

By default the auto assignment tool is disabled. However, you can enable the tool by clicking on the Enable Auto Assignment switch. If it is blue, as seen below, then it is enabled.

When the tool is enabled and Auto Assignment Configurations have been created, then the work order system will automatically assign work orders to users that are assigned to a shift that matches the time and Specialty of the work order.

Example: Employee 1 has a Specialty of HVAC and is on a 9:00 AM to 5:00 PM shift. If a work order is created for the HVAC Specialty during that timeframe, the work order will be auto-assigned to Employee 1.

Disabling the Tool

To disable the tool, click the switch button again. The tool will then turn gray.

PLEASE NOTE that in customer accounts with multiple facilities (i.e. hospital networks, school systems, etc), disabling the tool will disable the Auto-Assign Configurations for ALL facilities.

Creating a New Configuration

In order to create a new auto assignment configuration,  click the + New Configuration button in the top right hand corner of the page.

Clicking this button will show a new Configuration window.

First, select the Location via a location tree.

Next, you will need to select the Dispatcher / Default Employee.

Selecting this allows the auto assignment process to have a fall back if the process cannot find a match for a work order.

Creating a New Shift

To add or create a new shift to the configuration, click the + Add Shift button.

You can now add information to the shift which includes name, timeframe, and assigned employees.

Delete Shift

To delete an existing Shift within a Configuration click the Delete Shift button:

You will be prompted to confirm that you wish to delete the shift:

Save Configuration

To save the configuration, click the Save button at the top right of the New Auto Assignment Shift Configuration Window:

Viewing/Editing a Shift Configuration

Once a configuration is created, you will see the following in the center of the auto assignment tool page:

Each configuration will be broken out in their own expandable/collapsible section. Each section will be labeled by the location of the configuration. There can be multiple configurations to the same location.

Within each section, you will be able to view all employees assigned to a specific section via a hover over function of the View Employees text.

You will also be able to see which Specialty(s) the employee is assigned to:

Editing the Shift

To edit a shift, click the Edit Shifts button associated with a configuration. When clicked, you will see an editing window, similar to the creation window.

On this window, you can accomplish the following:

1. Add/Remove Shifts
2. Update Location
3. Update Dispatcher/Default Employee
4. Update Shift Information
   1. Name
   2. Assigned Employees
   3. Start/End Time
5. Delete the Entire Configuration

Filtering

On the main page of the Auto Assignment Tool, you will be able to filter the configurations created to easily locate a specific configuration. The filter options are the following:

1. Location
   1. This drop-down will list all locations that have a configuration created for them
2. Specialty
   1. This will filter the configurations shown on the page by employee's Specialty
      1. If Employee 1 has HVAC and Employee 2 has Electrical and they are in the same shift configuration, if I filter by Electrical, I will see their shared shift configuration as the filter option.
      2. If Employee 1 has HVAC and Employee 2 has Electrical but they are in different configurations for different locations, if I select Electrical then I will only see the configuration with Employee 2.
3. Employee
   1. This will allow you to see all configurations associated with a specific employee.
      1. This could be a directly assigned employee or a dispatcher on the shift configuration.
4. Start/End Time
   1. This will allow you to find all shifts that are within a specific time frame.