This article explains how case assignment controls case visibility in the Jadu Dashboard, ensuring that users only see and interact with cases relevant to their current responsibilities within a workflow.
Overview: How Case Visibility Works
For a person to view any cases in a Jadu Dashboard Widget, they must meet two essential conditions:
- User Login: The user must be successfully logged into the Dashboard
- Case Assignment: The user must be explicitly assigned to that specific case.
This ensures that individuals only access cases intended for them, enhancing data security and operational focus.
Dynamic Case Assignment Throughout Workflow
It's important to dynamically change case assignments as a case progresses through its workflow. This ensures that:
- Only the person or team currently responsible for a particular step in the workflow has visibility of the case while it is in their designated step.
- Once their action is complete and the workflow progresses to the next step, their assignment (and consequently their visibility) should be removed.
Why Unassignment is Crucial
Unassignment serves two primary purposes: security and clarity.
- Security: By unassigning a user when their step is complete, the system removes their permission to view or interact with the case. This prevents unauthorized access to cases that are no longer their responsibility.
- Clarity: Removing completed cases from a user's dashboard widget keeps it clear and focused, displaying only the cases that are currently eligible for their action. This improves efficiency and reduces clutter.
Example Scenario: Dynamic Assignment in Practice
Consider a workflow for a student request:
- A case is created and enters the Pending Advisor Review status.
- Advisor 1 is assigned via a Jadu Connect rule to handle all cases in this status. Their Dashboard Widget will show all Pending Advisor Review cases.
- Once Advisor 1 completes their review, the case moves into the Pending OneStop Processing status.
- At this point, Advisor 1 is unassigned via a Jadu Connect rule. The case is immediately removed from their Dashboard Widget.
- The case is then assigned to the OneStop Staff team (OneStop Staff 1, OneStop Staff 2, and OneStop Staff 3). All three staff members will now see the case in their respective Dashboard Widget and can take responsibility for it.
User Account Management and Assignment
The system handles case assignment differently based on whether the assigned user already has a Jadu Connect account.
Assigning a New User (No Existing Jadu Connect Account)
If a user without an existing Jadu Connect Account is assigned to a case:
- An incomplete user record will be created with a role of Registered User which grants access to see cases currently assigned to them.
- This user record will be automatically activated the first time they successfully log in to the Dashboard.
- Case Timeline: The case timeline in Jadu Connect will display a message indicating that the user's email (e.g., [email protected]), which is not yet activated, has been assigned to the case.
Assigning an Existing User (Has Jadu Connect Account)
If a user who already has a Jadu Connect account is assigned to a case:
- Their existing account is linked to the case assignment.
- Case Timeline: The case timeline will show a message indicating that the user has been assigned, displaying their full name (e.g., "John Doe has been assigned to this case").
Related Articles:
Jadu Dashboard: Configure Case Visibility through Assignment
Jadu Dashboard: View & Manually Update Current Assigned Users