Sub-Allocations

 

Overview

The sub-allocations feature allows a contributor (recipient of an allocation) to select one or more parts of the allocation assigned to him/her and sub-allocate these to other team members.

As an example;

Mary, John, Bob, Pete and Mike are team members on the same project.

Mary is the document owner and she assigns an allocation to John. This allocation contains 4 questions. John is only able to answer question 2.

With the new sub-allocations feature John can sub-allocate questions 1, 3 and 4 to Bob, Pete and Mike.

 

The new Sub allocations feature introduces changes in:

• Team management
• Viewing of allocations
• New rules – creating allocations 

Team Management for Sub-Allocations

Not all team members are allowed to create sub-allocations.

The “New Team Member” screen contains a new “Can Sub Allocate” option. Selecting this when adding a new team member will allow the team member to create sub allocations.

The Team Members list in the Web view as well as in the Panel view indicates whether a team member has the rights to sub-allocate.

Creating Sub-Allocations

The document owner can still create allocations as per normal procedure. In this example Mary is the document owner and she creates an allocation and assign it to John.

Because John has the ‘can sub-allocate’ permission he can create a sub-allocation and assign it to another team member.

Viewing the sub-allocation

The parent allocation title is visible on each sub-allocation.

User Rights

The following user rights apply:

Document Owner

• Can create allocations from the document body
• Can sub-allocate from any existing allocation
• Can edit any allocation or any sub-allocations
• Can re-assign any allocation or sub-allocation

Team Leader (team member with ‘can sub allocate’ rights)

• Can sub-allocate from his/her own allocation
• Can re-allocate a sub-allocation created by him/her

Team Member

• Cannot create allocations
• Cannot create sub-allocations
• Cannot re-allocate

To illustrate this let’s look at a few scenarios;

User rights - Scenario 1:

• Mary can allocate to anyone.
• Mary allocate to John.
• John cannot re-allocate.
• Mary can re-allocate to anyone (because she created the initial allocation).
• Mary re-allocate John’s allocation to Mike.
• Mary can edit any allocation.
• Mike can edit his allocation.
• John cannot edit the allocation that was re-assigned to Mike.
• Mike can sub-allocate.
• John cannot edit the properties (title, due date, etc.) of the allocation created by Mary.
• Mike cannot edit the properties (title, due date, etc.) of the allocation re-allocated to him by Mary.
• Mike can only sub-allocate because he has the ‘can sub-allocate’ permission.

User rights - Scenario 2:

• Mary can allocate to anyone.
• Mary allocate to John.
• John can sub-allocate the entire allocation or part of the allocation to Mike.
• Mary can edit any allocation.
• Mike can edit his allocation.
• John can edit the allocation that was sub-allocated to Mike.
• Mike cannot sub-allocate (only 1 level of sub-allocations are allowed).

User rights - Scenario 3:

• Mary can allocate to anyone.
• Mary allocate to John.
• John cannot sub-allocate to an external user.

User rights - Scenario 4:

• Mary can allocate to anyone.
• Mary allocate to John.
• John cannot sub-allocate a part of the document which is outside of the allocation which Mary assigned to John (because sub-allocations are only allowed from within an existing allocation).
• John cannot create a new allocation outside of the allocation which Mary assigned to him (because he is not the document owner).
• Mary can create a new allocation outside the section which is allocated to John.

General

• This feature is only available in MS Word standard allocations
• On finalise document the sub-allocations are treated the same as normal allocations
• No validation on completion or review of parent allocations. If an allocation contains incomplete sub-allocations, the user can still continue to complete or review the parent allocation, without any impact on the sub allocations.
• Only the document owner can lock the document. When the document is locked the owner of sub allocations can still edit the document contents of those sub allocations.
• Only document owners should be allowed to finalize documents. On Finalize document the sub allocations should be treated the same as allocations are per current design. No change in finalize functionality.

User Management Enhancement

User accounts view default sorted by name

The default alphabetical sorting of user accounts in the User Management page was changed from “email address” to “name”.

Default PDF Setting

Allow the project documents default “PDF” setting value to be configured

An administrator is now able to configure the project document’s default “PDF" setting to either be on or off at a site (org) level. If the setting is on, the PDF button for all new project documents will be on by default as illustrated below:

If the setting is off, the PDF button for all new project documents will be off by default as illustrated below: