Set the Default Assignee for Evaluation Tasks

In this article, the process for establishing a default assignee for evaluation tasks will be reviewed. 

Overview

Institutions using the TES Evaluation Tracker can establish a default assignee to receive reviewed evaluation tasks. If this person were selected in the Assign process, they would be responsible for taking the additional steps needed to complete the evaluation task by either:

1. re-assigning it to the next evaluator whose input is needed.
2. closing the evaluation.
3. creating an equivalency from the evaluation.

When an evaluator selects Approve, Deny, or Need More Information within an evaluation task, they will be prompted to select a person to Assign the task to next.  

• If the creator of this task has CREATE EVAL, SERVICE EVAL, and (MANAGE EVAL or CREATE EQ) user rights, they will appear as the first name on the list and will receive the returned evaluation if no other name is selected. 
• If the creator of the task does not have the noted rights, the default assignee will appear as the first name. Unless the evaluator picks a different person, this user will be forwarded the evaluation task and must take the steps needed to complete the task.
  • Note that if the creator of the evaluation task does have the rights noted above, and a default assignee has also been established, the default assignee will appear as the second name on the list.

Establishing a Default Assignee

To establish someone as the default assignee:

1. Navigate to the Manage menu.
2. Select Evaluation Tracker.
3. Look for the text, "Designate a user that will be the DEFAULT ASSIGNEE for evaluation tasks."
   1. Use the SELECT USER pull-down to find the name of the user who should fill this role.
      • A user must have SERVICE EVAL and (MANAGE EVAL or CREATE EQ) user rights to appear within this list.
   2. Select Submit.
      1. A message in green text will appear, stating: SUCCESS! The user has been updated.

Reviewed TES Evaluations

Scenario #1 - Default Assignee as 1st Choice 

Below is an image of what an evaluator would see after they select Approve, Deny, or Need More Information, in the event that their institution has established a default assignee for evaluation tasks, and the creator of the evaluation task does not have the rights needed to have an evaluation task returned to them.  

In this example, the evaluator has selected Approve. The default assignee's name appears at the top of the list of users who are eligible to receive the evaluation. If the evaluator does not select a different user, the default assignee will receive the evaluation task.

If a default assignee is not established in TES, evaluators will need to select a user to route the evaluation to from the drop-down list. 

Scenario #2 - Default Assignee as 2nd Choice

Below is an image of what an evaluator would see after they select Approve, Deny, or Need More Information, in the event that their institution has established a default assignee for evaluation tasks, and the creator of the evaluation task does have the rights needed to have an evaluation task returned to them.  

In this example, the evaluator has selected Approve. The default assignee's name appears second on the list of users who are eligible to receive the evaluation. The evaluator must select this person from the drop-down if they would like the task to be sent to them for next steps.

• Note that each individual appears twice on this list because they have been established as either the default assignee or identified as the evaluation creator, and separately identified as a user with the needed user rights to be eligible to receive reviewed evaluations.