Beyond - How to Create an Assignment

Assignments

An assignment record represents the culmination of the Front Office functionality within Beyond. Once employee, customer, and order records have all been created, then assignments can be made. If an order record represents the need or want of a customer, the assignment record is the fulfillment of that want/need and occurs when an employee is tied to a job order. While an order record may have many assignments created from it, an assignment will only ever be tied to one order, one employee, and one customer/department record. 

Why Create an Assignment?

The assignment record is an incredibly important record as it informs the system on whether or not to create a timecard each week. Therefore, each active/ or "open" assignment would generate a timecard. In an ideal setting, the back office team should expect an equal number of timecards as there are assignments. The information that exists on the timecard created should mirror that of the assignment. 

How to Create an Assignment

*Note* Before an assignment can be created, an order record must exist to tie it to. For help creating orders, check out Beyond- How to Create an Order.

Navigate to the order you would like to create an assignment for. This can be done by utilizing an order that has been bookmarked or by searching for the order.

Once an order has been selected, Beyond will remember that this is the last order that was visited. When assignments are about to created, the last order will be the order Beyond will want to create the assignment for.

Assignments in Beyond can be created from:

  • The 'Quick Add' button
  • Employee Search

The 'Quick Add' button

The quick add button can be found in the upper right corner of Beyond. Simply select this button and choose 'Assignment':

This will open the 'Add New Assignment' wizard.

*Note* The last order viewed will be the visible order within the wizard that the assignment will be made for. If this is not the correct order, simply navigate to the correct order and try again.

In the lower portion of the wizard, an employee look up tool can be used to find the employee you would like to assign. Once an employee has been found, be sure to select the check box confirming that this is the employee to be assigned. Now select 'SUBMIT' to create the assignment:


Employee Search

When performing an employee search, an employee or employees can be assigned or added as a candidate directly from the results of the search. 

Once a search has been preformed, the results will be displayed on the lower portion of the screen. Take note of the checkbox in the leftmost column. These will be used to select the records you wish to make an assignment for.

*Note* The topmost check box is a "select all" tool:


Once the desired records have been selected, 'more options' can be selected on right side of the screen:

To assign, select the 'Assign' option:

This will open the 'Add New Assignment' wizard.

*Note* The last order viewed will be the visible order within the wizard that the assignment will be made for. If this is not the correct order, simply navigate to the correct order and try again.

The start date of each employees assignment can be set, but will default to the start date set on the order. To continue, select 'Next':


Assignment Restrictions

When making an assignment, certain restrictions may be encountered. These are designed to prevent an assignment from being created to ensure that all requirements for an employee's assignment have been satisfied. There are two types of stops in the system that could represent a restriction:

  1. Hard stop- These are stops that will prevent a user from making any assignment. This cannot be overridden by approval.
  2. Soft stop- These are stops that will prevent a user from making assignments. This can be overridden by approval.

By selecting an employee's name under the restriction, a user can jump to that employees record to correct the restriction:

Assignments can be approved in mass, this will create an assignment for all assignments that do not have a hard stop or are "allowed".

Alternatively, assignments can be approved on a case-by-case basis by selecting to approve the individual employee:


Results

When assigning multiple employees, once all assignment restrictions have been approved, a 'Results' step will appear. The newly created assignments can be viewed by selecting the link:

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