Introduction
You can create an allocation rule in ShareDo Modeller. Once your allocation rule is configured, it will return the user or team to whom the work or role should be assigned. This rule can then be referred to in execution engine plans, approvals or other areas of the system.
If you cannot add a participant from your work type, this is the most common reason.
Steps to Create an Allocation Rule
- Launchpad > Modeller > Rules > Allocation Rules
- You are shown a list of all the existing allocation rules in the system. Ensure to check carefully to ensure your rule does not already exist.
- Click on the Add New button in the top right-hand corner of the screen to create a new rule.
- Enter in the high-level details of your rule.
| Field | Description |
|---|---|
| Unique System Name |
The system name for the rule. This is the name that you will refer to if using the rule in execution engine plans. |
| Name | The name of the rule - this should be indicative of the purpose of the rule |
| Description | A description of what the rule is doing - ensure you provide full descriptions as this can help with clarity in the ongoing maintenance of the system. |
| Icon | A font awesome icon you may wish to use to identify your rule |
| Enabled | Indicates if the rule is currently available for use |
| Default Allocation | Provides a fallback allocation if the rule is unable to resolve to team or user |
- Save your new rule.
- The system will open up the Allocation Rule canvas. This screen allows you to create individual elements of the rule
| Section | Description |
|---|---|
| Basic Settings |
This holds the basic settings of the rule such as name. Ensure that you enable your rule so it is usable. Use the edit button to change these settings |
| Default Allocation | Specifies the default allocation |
| Allocation Rule Designer |
Shows the different rule elements. The system will work through these elements from top to bottom until a match is found. If more than one match is found the first match will be taken. You can reorder these elements by dragging and dropping. |
- Click on the
button to create a new rule element.
- Name - set the name field to something that clearly indicates the purpose of the rule element e.g. Assign Scottish cases to Scotland team
- Description - enter a description for your rule.
- Use the When the rule matches field to select the business rule to which you want this element to be linked. For example, this could be a business rule that checks the jurisdiction / region of the work and returns true if it is Scotland.
- Then assign base on- this field allows you to determine to whom the work / role should be assigned. There are a number of different settings that can be configured here.
| Step | Description |
|---|---|
| Core - ODS Entity | Core - ODS Entity option allows you to select a specific user or team to which the item should be assigned
|
| Existing role membership |
Assignment is based on a role that someone has on the work type that is being assigned or the role they have on an ancestor work type (e.g. where a task is linked to another work type by a parent-child relationship, the original work type would be the ancestor). If the role is on the work type that is being assigned, then the ancestor type field should be left blank. |
| Existing role membership with ODS Connection |
A connection could be 'Employed By' or 'Supervised by' This assignment is based on the work type that is being assigned and then assigning based on a connection that the role has. Connections are links between two entities e.g. Joe Smith may be supervised by Harry Lomas or Doug Ross could be represented by Mega Solicitor Inc. Specify the role on the current work type and then the type of connection that should be used e.g. primary owner, supervision. |
| Round Robin | Round robin will assign to each team member of a team in turn. If an organisational role is specified, then it will only be assigned to users who hold that role in the specified team. |
- Continue to enter any further rule elements that are required
- Reorder the elements by dragging and dropping if required. The elements will be executed in the order shown in the UI and the first match will return a result.
- Save your changes.
Review
You can now successfully create an allocation rule. You can use your rule for allocation or assignment in the execution engine or approvals processes.