Implementation Tip: You must be an Admin user to manually assign Checks or have the Audit Approval and Assignment permission on your user profile.
In Intouch Check, some organizations allow users to perform their own checks. Visibility of checks is typically controlled by Groups, meaning only users in specific groups can see and start certain checklists.
Additionally, some organizations use the scheduler so users are automatically notified when it’s time to complete a check.
However, there are situations where an administrator may need to manually assign a check to a specific user.
This article explains when manual assignment is appropriate and how to complete the process.
When would you manually assign a check?
You may need to manually assign a check in the following scenarios:
The check needs to be completed outside of its scheduled window
A scheduled check was missed and needs to be reissued
A check for a specific location was accidentally deleted and needs to be reassigned
Important: If the check is restricted to a specific group, users must be part of the group to complete the check. If a user is not in the group associated with the checklist, they will not be able to access or complete it, even if it is manually assigned.
How to manually assign a check
Follow the steps below to manually assign a check to a user:
Navigate to the Check Admin interface.
2. Click the three-dot menu next to the name of the checklist.
3. Select Assign Checklist.
4. Choose the appropriate Location.
5. Under Checked By, select the user who will complete the check.
6. Click Assign.
Important:
Assigning a specific user under Checked By is optional. If left blank, the check will appear in Ready to Start for all users who have access. Once one user completes the check, it will no longer be available to others.
To assign a check to a specific user across multiple locations, select all applicable locations. The check only needs to be assigned once for that user, but they must already have access to all selected locations. If multiple users need the check, it must be assigned individually to each user.
If the check does not need to be completed immediately, select Schedule for a future date and time to assign it for later completion.
What happens next?
Once a check is assigned:
The assigned user will receive an email notification informing them that a check has been assigned.
The check will appear in the user’s Ready to Start list.
The user can open and complete the check as usual.
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If scheduled for a future date and time, the check will appear under Scheduled Checks until it becomes available.