Reassign a Dispatched Record

Dispatching is how you send work to the field. You can send a record with some of the information prefilled to give field users what they need to start their work. If a user can’t work on a dispatched record, you can send it to someone else. This topic describes how to reassign a dispatched record.

Available on all tiers, with more options on the Enterprise tier:

Contents

• Reassign a Dispatched Record
  • Video demo
  • Prerequisites
  • Steps to reassign a record
  • Use the API to reassign a record

Video demo

Prerequisites

• You must be either an Admin user, or a User with the Can Manage Assignments FormSpace permission.

• You must start with a dispatched record. The record must have one of the following statuses:

  • In Progress (Dispatching)

  • In Progress (Dispatched)

  • Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched record includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). Declined

Steps to reassign a record

Note:If the user currently assigned to the record has started work, you discard any work-in-progress when you reassign the record.

1. Go to Data & Analytics > All Form Activity.

   Result: The All Form Activity page opens and shows a list of dispatched and submitted records from the past 30 days.

2. You can send the record in one of the following ways:

   • Hover over a dispatched record, and then select Reassign.

   • Select the Reference # to open the record. Then, hover over the arrow next to the reference number and select Reassign.

3. From the Send To list, select a user.

   

   Note:Forms can be set up to allow mobile users to decline a dispatched record. If a user already declined a dispatched record, the system prevents you from selecting that user.

   Tip:Users on the Enterprise tier can send the record to a user, group, or all the groups in the FormSpace.

   

4. (Optional) Add or modify the metadata, including Notes, Priority, Due Date, Time Zone, and Address.

   Note:You can add or edit metadata, but you can’t add or change any other record data.

5. Select Reassign.

   Result: The following illustration shows what happens when you send the record.

   

Use the API to reassign a record

Teams on the Advanced or Enterprise tiers can use the following API endpoint to send dispatched records to a different user. Users on the Enterprise tier can also send the record to a group or to all groups in the FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace..