One-step responsibility edit

How to change responsibility for a step that was targeted at you.

When you are in a workflow step where there's a task for you to complete, a management bar will appear at the bottom of the screen.

By clicking on the arrow next to the name “Responsible”, it will be possible to edit the responsibility for the step by clicking on the “Manage responsibility” button.

If the step is the responsibility of a team, it will be necessary to choose the person responsible for the step. To do this, you must hover the mouse cursor on the workflow step at the top of the screen, then click on the “+” of the team, and then choose the person responsible.

When the step is the responsibility of a team, by clicking on the little arrow next to the name “Responsible”, in addition to being able to “Manage responsibility”, it will also be possible to “Change” and “Remove”. You can “Change” responsibility and transfer it to another member of your team, as well as “Remove” the person's responsibility (team members and admins can do this on behalf of the team).

By clicking on “Manage responsibility”, a new screen will open where you can change the responsibility. From this screen, you can transfer, share, share, and request collaboration, options that are described below. It is necessary to select the new person responsible for that activity from the “Assign to” option. In addition, there is the “message” field, which serves to explain the reason for the change in competence. After making the changes, just click on “Save” for the change to be processed.

1. Transfer: The task will be assigned to another person/team when it was initially assigned to the wrong person. That is, the competence to perform the task will change.
2. Share: The task will be shared with two or more people, who, independently of each other, will be able to approve or reject the document. The action of one of them is enough for that phase of the task to be completed. That is, it is enough for only one person to complete the task.
3. Split: the task will be split with another person/team and both must approve or reject the document for this phase of the workflow to be completed. Ex.: the document must pass the approval of the civil and tax team. The approval of only one of them is not enough for the document to proceed along the workflow line.
4. Request Collaboration: send task to be analyzed/done by someone else. It, however, will not have the power to approve or reject the document. Exp.: send to an intern to perform the task and only later review if it was performed correctly. The original approver must still click approve for the step to be effectively advanced.

If the person responsible for the step is not present and therefore cannot make this edit, it is possible to ask the NetLex Platform Administrator in your company for help. He/she will be able to obtain responsibility for this step and then transfer it to the correct person.

To do this, it's enough for them to search for the document on the “Activities” page and enter their management screen, where they will find the “Obtain responsibility” icon. In this way, responsibility for the activity will be transferred to the Administrator so that he can make the necessary changes.

It's worth noting that the “Take responsibility” option should be avoided and used only when necessary, as it forces responsibility to be transferred to a person who is not responsible for that step. If this option is always used, it would be interesting to ask the Platform Administrator to review the workflow settings.

If you are going on vacation, you can transfer responsibility for all your future and open activities to someone else during that time. See how to configure this in “Transfer of responsibility in case of vacation”.