Approval Actions - Re-assign Reviewers

The Re-assign feature allows users to re-assign approval requests to other Reviewers, saving time and streamlining approval workflows. For those going on leave or dealing with team changes, this is an effective way to ensure in-progress Approval Requests are given the oversight they need. 

To read more about this feature, click on each heading below:

• • Bulk Re-assign
    • Key Notes
    • Error Handling
  • Single Re-assign

Re-assign Reviewers

Users can Re-assign Approval Requests in Bulk or on an individual basis.

Re-assign means that another user will be given the responsibility to Review that approval request. Note that only users with permission to (at least) View the item can be selected. 

Bulk Re-Assign

1. Select multiple approval requests you need to re-assign
2. Click on the "Bulk Actions" dropdown menu 
3. Select "Re-assign" from the dropdown options (as seen below)
   

   
   
   

4. Select users from the "Add Reviewers" dropdown to assign them to the selected requests (those you have permission to update Reviewers on)

   • The system will verify if the selected users have permission to access the requests

• • If a user doesn't have permission to view some requests, a message will appear to inform you if they lack permission to all or some requests. 
    
•  5. If needed you can also Remove Reviewers in Bulk. Useful if you need to replace yourself with your replacement!
  • • • The dropdown will only show current reviewers to any of the selected requests who are yet to respond
        

           6. Save your changes to add / remove the selected Reviewers

Important Notes for Bulk Re-assign

• You cannot select the same user in both the Remove and Add fields
• You can remove reviewers without adding new ones, as long as the minimum reviewer requirements are met
• If all selected users lack permission for all selected requests, the Save button will be disabled
• Reviewers will only be removed from requests they haven't responded to

Error Handling

• If errors occur during Bulk re-assign, a banner will appear at the top of the Approval List page showing the number of affected requests
• Individual requests with errors will display an alert icon with "Re-assign error" text. This may occur if some users could not be added to specific requests, but they could be added to others. 
  
• You can remove individual error notifications by clicking the remove/alert option in the affected row. Errors will automatically be removed if the request is completed or you re-assign that request again. 

Single Re-assign

Similar to the Bulk handling above, the single Re-assign action allows users to add and / or remove Reviewers from the request selected. 

Once you have selected the Re-assign action for the specific request on the Approvals List, the popup shown below will appear. 

You will be able to:

• View a list of current Reviewers who haven't responded to the request yet
• Add new Reviewers from a list of users who have permission to view the item
• Remove Reviewers who don't need to respond anymore
  • Note that you will not be able to remove reviewers if the amount of reviewers remaining is less than the amount needed for the approval request to be completed. 

* Please note that some of the terms used above such as Workflows & Approvals are customisable and may appear differently in your platform.