Overview
This KB reviews the process of creating J-1 request tasks in the scholar task assignment. The J-1 Task Assignment is where the ISSS Admin can configure where requests are assigned to after the J-1 Scholars has submitted them.
- Getting Started with Task Assignment
- Configuring Request Tasks
- Editing a Task Assignment
- Viewing Assigned Tasks
Getting Started with Task Assignment
Navigate to the Task Assignments by clicking into the hamburger menu in the upper left corner of the page. From the menu, select Configuration > Requests. The ISSS Admin will land on the Configure J-1 Requests page, where then the ISSS Admin will select the Task Assignment tab.
Within the Task Assignment, a panel is displayed for each campus site associated with your organization. Requests for each campus site must be defined separately. Click on the name of the task to expand to see the workflows that are associated with each Task Assignment.
When expanded, the ISSS Admin can see the information associated with the workflow for each task. Task Assignments are written in an If-Then format, such that if the J Scholar belongs to this category, then this task is assigned to this admin. In the screenshot above, we can see that this workflow is assigned to Robert Rigg and if a J-1 request is from a Scholar with (1) the last name beginning with a letter A through M, (2) an Intern, Professor, Research Scholar, and (3) within the Chemistry department, then he will receive that request.
Configuring Request Tasks
Step 1: Navigate to the Task Assignments Page
To configure the request submission behavior, navigate to Scholar Admin > Requests > Task Assignment:
A panel section will display for each of the campus sites associated with your organization. Requests for each campus site must be defined separately. Locate the Request that you would like to set up a task configuration for by clicking on the Request title:
You can immediately see that the Tasking system is active for this request, but no task configurations have been created.
Click Add Task Workflow to start a new task configuration. A window will display with options:
Step 2: Task Assignment Rules
There are two steps in setting up a request assignment workflow: the first step is the rules for the request, which include what conditions that the J-1 Scholar must fall under. Admins can either select just one criterion or layer criteria to create a workflow.
Note: at least two assignments must be created for staff to allow for the sequential rotation. The criterion options are:
- Department: Select one or more departments. The department must be configured in your User Settings area.
- EV Category: This reflects the J-1 EV Category in SEVIS. Select one or more EV categories to be assigned to a particular advisor.
- University ID Type: Selecting this gives you options to select by University ID number. Admins can assign by the last digit of the UID - either odd numbers, even numbers, single numbers, or a range.
- CIP Code: Define which CIP codes from the DS-2019 to assign (one or more).
- Alpha, By Lastname: Similar to UID, users can now assign advisees by A-M or N-Z
Step 3: Task Assignment Actions
Once these rules have been set up, the next step in setting up a request assignment workflow are Actions. At this time, there are three rules that the ISSS Admin can select:
- Task Assignment: Select which ISSS Admins will be assigned to this Task Assignment. Note: the ISSS Admin dropdown delivers a list of the available ISSS Administrators from the Scholar Admin > Configuration > Staff Management > Scholar Administrators group. Advisors must be defined in this User Group prior to assigning tasks.
- Sequential Rotation (checkbox): This option is selected by default. Selecting is particularly useful when multiple advisors are assigned to the same criteria. If two advisors have the exact same criteria selection and the sequential rotation box, each advisor will receive every other request that meets the same criteria.
- Mail to Scholar: Send an email to the scholar after they have initiated the request. Here you can select an email template previously set up in Configuration > Email Templates.
Once the Task Assignment Workflow has been set up, click the Save Task Workflow.
Editing a Task Assignment
To edit or delete a Task Assignment, click on the Request that you would like to modify the Task Assignment for. To delete the Task Assignment, click on the trash icon located in the upper right corner. Edit a Task Assignment by clicking on the pencil icon to the left of the trash icon.
Clicking on the pencil icon will bring open a pop-up window that displays the configuration seen during the initial creation of a Task Assignment.
Viewing Assigned Tasks
Each Scholar Admin can navigate to their individual dashboard to view their personal assigned tasks and the office tasks. Go to Scholar Admin > Dashboard > Alerts:
My Task Assignments will change based on the ISSS Admin's login. This list will only include those tasks that have been assigned to that admin. From here, the admin can reassign to another advisor (perhaps an advisor is going on vacation and cannot finish all his/her assignments before close of the day), email scholars, and make decisions.
All Task Assignments displays a comprehensive list of all task assignments that have been made. Similar to the My Task Assignment tab, scholars can be emailed, cases can be reassigned and decisions can be made.