SOP: Reassigning and Delegating Tasks in Yooz

This SOP outlines the process for reassigning or delegating tasks within the Yooz platform. This is particularly useful for managing workloads when employees leave the company or are on leave.

Phase 1: Accessing the Process Administration Section

The Process Administration section provides a comprehensive view of all tasks within a specific organizational unit.

1. Log into Yooz and navigate to the My Tasks workspace.

2. In the top-right corner of the workspace, click the Kebab menu (three vertical dots).

3. Select Component Selection.

4. In the Components Selection dialog, check the box for Process Administration and click OK.

5. A new section titled Process Administration will appear below your regular task list. You may need to scroll down to view it.

Phase 2: Reassigning a Specific Invoice

You can reassign an individual invoice to another user by following these steps:

1. In the Process Administration section, locate the invoice you wish to reassign.

2. Check the box next to the invoice to select it.

3. Three options will become active: Force Recipient, Force Task, and Unlock.

4. Click Force Recipient.

5. In the Force Recipient dialog:

   • Search for and select the new recipient's name from the list.

   • Click Confirm to transfer ownership of the invoice.

Phase 3: Forcing a Task to a New Step

If you need to move an invoice to a different stage of the process (e.g., from 'Register' to 'Validation 2'):

1. Select the desired invoice in the Process Administration section.

2. Click Force Task.

3. Select the new stage for the invoice from the dropdown menu.

4. Check the disclaimer box to acknowledge the change.

5. Click Confirm.

Phase 4: Delegating Tasks (Bulk Reassignment)

For situations where an employee is leaving the company, delegating their entire queue is the most efficient approach.

1. Navigate to Settings (gear icon) > Delegation Management.

2. Click the Plus (+) icon to create a new delegation.

3. Enter a descriptive Name for the delegation (e.g., "Rhonda to Jeremy").

4. In the Delegating User field, search for and select the user whose tasks need to be reassigned.

5. In the List of Delegates field, select Users, then search for and select the user who will receive the tasks.

6. Set the Start Date and End Date for the delegation.

7. Click Create. All tasks assigned to the delegating user during the specified timeframe will now be visible to the delegate.

Phase 5: Offboarding a User (Best Practices)

When a user leaves the company, follow these steps to ensure a smooth transition:

1. Do Not Delete the User: Deleting a user will corrupt the audit history of invoices they've handled.

2. Mark as Non-Operational: * Go to Settings > Users.

   • Locate the user and click the Edit (pencil icon) next to their name.

   • Toggle the Operational switch to the Off position.

   • Click Save. This prevents the user from logging in.

3. Remove Roles: Once all their tasks have been reassigned or delegated:

   • Go to the Roles tab within the user's profile.

   • Click the X next to each assigned role to remove them.

   • Click Save.