Assignees

Every work order can name the person responsible for it. Those people live in one list — Settings → Catalogues → Assignees — and a work order points at an entry in it rather than storing a typed name. Correct a spelling there and every work order, filter, export and pick list shows the corrected name straight away.

The list of people

Open Settings → Catalogues → Assignees. Each row shows the person’s name, email, phone, how many work orders currently name them (Work orders), and when they were added. A retired person carries a Retired badge and only appears when you turn on Show retired.

Only a first name is required. Last name, email and phone are optional. Two people may share a name; an email address, if you give one, has to be unique among the people currently in use.

Adding someone

Create assignee at the top right of the list opens a small form: first name, last name, email, phone. Save, and they are immediately offered everywhere a work order can be assigned.

You can also add someone without leaving the work order you are creating — see below.

Assigning a work order

The Assignee field appears in two places:

the Create work order dialog,
Edit details on an existing work order.

The dropdown offers, in this order: Unassigned, Me (while you are not in the list yet), then everyone in the list, then Create new assignee… — which reveals four fields inside the same dialog so you can add a new colleague and assign the work to them in one go, without a detour to Settings.

Retired people are not offered. Work orders that already name a retired person keep showing them.

”Me” and the default

Picking Me assigns the work order to you and, the first time you do it, adds you to the list — matched to your admin account, so it happens once rather than once per work order.

By default a new work order is already set to you when the create dialog opens. If your shop signs in to the admin with one shared account, that default is unhelpful: turn off Assign new work orders to me by default, under the table on the Assignees page. The dialog then opens on Unassigned, and Me is still in the list — the setting changes the default, not what you are allowed to pick.

Editing and correcting a name

Use the pencil on a row. Because work orders point at the entry rather than copying the name, a correction applies everywhere at once — the list, the filters, exports and PDFs. Nothing has to be re-typed on individual work orders.

Retiring someone who has left

Press the bin on a row and Assemblified does one of two things, and tells you which before you confirm:

Someone work orders still name is RETIRED. They stop being offered for new work, their past work orders keep showing their name, and filtering by them still works — so history stays readable. The confirmation names how many work orders are involved.
Someone no work order names is DELETED outright.

A retired person can be brought back: turn on Show retired, then use the restore action on their row. If somebody else has taken their email address in the meantime, Assemblified says so rather than creating two people with the same address.

Filtering, exporting and printing by assignee

On the Work Orders list, Assignee is a filter and a column (turn the column on from the column picker). The filter offers the people in your list, so picking “Anna” finds Anna’s work orders whether or not anybody once typed her name three different ways. The export carries the assignee’s name, and so does the Build Overview PDF when your template includes it.

Who created a work order

Separately from the assignee, every work order records who created it — taken from the admin account that made it, at the moment it was made. You will see it:

as the “Created … by …” line on the work order’s Overview tab,
as the Created by column on the Work Orders list (turn it on from the column picker),
as a column in the work-order export.

It is a record of what happened, so it does not change when somebody’s name is later corrected, and work orders created before this existed show nothing. Work orders created by an app or an integration key say so rather than naming a person.