Configure the Assignment Grid

Assignment Grid Settings, Assignment Declaration Buttons, and Assignment Reminder Settings configure how contacts are assigned to Consumer records, notified of assignments, and reminded to respond in a Provider UTA/module. This article also covers using the Assignment Grid and Declaration Buttons to assign contacts and record their responses.

Who: System Administrators with access to UTA/module Settings — Connectivity

When to Use the Assignment Grid

Use the Assignment Grid when:

• A Provider UTA/module must assign multiple contacts to Consumer records in a structured, repeatable way.
• Contacts need to formally accept or decline assignments before work begins.
• Automated reminder emails are needed to follow up with contacts who have not responded to an assignment request.
• Contacts who do not respond by a deadline need to be automatically reassigned to a different role.
• Reviewers from a Committee or Panel record must be hand-selected and assigned to individual applications.
• Reviewer roles vary by application and by reviewer, and the assigned role dictates each reviewer's behavior and responsibilities.

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Configure Assignment Grid Settings

Assignment Grid Settings restrict which Consumer records and contacts appear in the Assignment Grid and define which roles are available for assignment. This option is available only on UTA/modules configured as Providers.

To configure Assignment Grid Settings:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Connectivity tab, locate the Connection Settings tab, and click Assignment Grids.

4. Click New Assignment Grid [+].
5. Select the Consumer Application from the drop-down menu.
6. Click Continue.
7. Complete the fields on the Assignment Grid Settings page. For a full list of field definitions, see Assignment Grid Field Definitions Reference.
8. Click Save.

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Configure Assignment Declaration Buttons

Assignment Declaration Buttons control how assigned contacts accept or decline assignments, including the buttons displayed and any Level 2 records created. This option is available only on UTA/modules configured as Providers.

To configure Assignment Declaration Buttons:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Connectivity tab, locate the Connection Settings tab, and click Assignment Declaration Buttons.

4. Click New Assignment Declaration Button [+].
5. Complete the fields on the New Assignment Declaration Button page. For a full list of field definitions, see Assignment Grid Field Definitions Reference.
6. Click Continue.

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Expose Assignment Declaration Buttons

The Declaration Button must be exposed to the reviewer using list views. After configuring Declaration Buttons for the Consumer UTA/module, the following additional options are available when configuring the list view for the Consumer record:

• Enable Declaration Button – Found under the Properties tab. Toggle on or off as needed.
• Declaration Button Application – A drop-down menu found under the Properties tab listing the Provider UTA/modules. This option appears when Enable Declaration Button is active.
• Show Declaration Button – Found under the Columns tab when selecting columns. Adds the Declaration Button column to the list view. This option appears when Enable Declaration Button is active.

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Configure Assignment Reminder Settings

Assignment Reminder Settings send up to three reminder emails before a defined expiry date and automatically assign contacts to a specified role if they do not respond by that date. This option is available only on UTA/modules configured as Providers.

To configure Assignment Reminder Settings:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Connectivity tab, locate the Connection Settings tab, and click Assignment Reminders.

4. Click New Assignment Reminder [+].
5. Complete the fields on the Assignment Reminder Settings page. For a full list of field definitions, see Assignment Grid Field Definitions Reference.
6. Click Continue.

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Use the Assignment Grid

To use the Assignment Grid:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Open the Level 1 record, click Tools, and then select Assignment Grid from the drop-down menu.
3. Review the two sections of the Assignment Grid:
   • Main Assignment section – Lists Consumer records along the left side and contacts across the top. Consumer records displayed match the Type and Status filters configured in Assignment Grid Settings. Contacts listed are those assigned to the Provider record in roles matching the Contact Role Filter setting.
   • Summary section – Provides a count of assignments for the roles configured in the Summary Role setting of Assignment Grid Settings.
4. At the intersection of a contact column and a Consumer record row, select the role to assign. The roles available are those configured in the Consumer Assignment Roles setting.
5. Click Save. The contacts are added to the Consumer records in the selected roles and can access the Declaration Buttons in the configured list view.

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Use Declaration Buttons

To use Declaration Buttons:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the list view configured with the Declaration Button settings. The Declaration Button appears as a column in the list view.
3. Click the Declaration Button to open the Declaration screen.
4. Click Yes to accept the assignment or click No to decline. The contact's role in the Consumer record updates based on the response, and a Level 2 record may be created if configured.

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