Forms Explorer - How to Reassign Forms Using the Reassign Wizard

What does it mean to 'Reassign' forms in the 'Assigned to me' tab

 In the Assigned to Me tab, reassigning a form means transferring active ownership and responsibility of an in-progress or pending form from yourself to another user. 

How to Reassign forms in the 'Assigned to me' tab(Main App)

1. In the main navigation menu, select Forms Explorer.
2. Click on the Assigned to Me tab.
3. Locate the Actions button located in the search bar area above your form list.
   
4. Select Reassign Wizard

 Choose the Assignment Participants (Step 1 of Wizard)

In the first step of the wizard, you define who is giving up the form(s) and who is receiving them:

• From: Automatically pre-populates with your name (the logged-in user).
• To: Type and select the name of the employee who will receive the forms.
• Click Next to proceed.

💡 Note: You can click Cancel at any time to exit the wizard without making changes.

 Select the Forms to Reassign (Step 2 of Wizard)

A table of all active form submissions currently assigned to you will be displayed.

1. Filter or Search (Optional): Use the search bar at the top to filter by form name, submission number (FS-####), subject/employee, or due date.
2. Select Forms: Use the checkboxes on the left to select the form(s) or workflow section(s) you wish to transfer.
   • Tip: You can select individual forms or check the header box to select all displayed items.
3. Once at least one form is selected, the Next button will become active. Click Next.

 Review and Submit (Step 3 of Wizard)

Before committing any changes, the wizard displays a summary:

1. Participant Summary: Shows the From user (you) and the To recipient.
2. Assignments Affected: An indicator shows the total number of form assignments that will be transferred (e.g., “3 Form assignments affected”).
3. Review Details (Optional): Click the Review button to view a detailed popup list of each specific form and workflow section included in the batch.
4. If everything looks correct, click Reassign.

Why Clients Use the Reassign Wizard:

In day-to-day operations, employees often have multiple forms sitting in their personal Assigned to Me queue—such as incident investigations, safety audits, employee reviews, or purchase requests.

• Fast Hand-Offs for Planned Leave & Vacations: Before going out of office, an employee must hand off their in-progress and pending tasks to a backup coverage person without leaving items stranded or missing compliance deadlines.
• Workload Rebalancing & Capacity Relief: If one employee is overwhelmed with urgent frontline tasks or unexpected priority shifts, they can offload a batch of form reviews to an available peer in one swift action.
• Eliminates Repetitive Admin Overhead: Without the wizard, transferring 10 or 20 assigned forms requires opening each submission, finding the reassign action, searching for the recipient, saving, and returning to the list view 10 to 20 times. The wizard collapses that entire chore into a guided, 3-step process.
• Targeted Batch Selection: Users can selectively pick which items to pass off (e.g., reassigning only high-priority safety audits or items due this week) while keeping other routine items in their own queue.
• Clear Audit & Accountability: Transfers through the wizard are fully recorded in the submission audit history, ensuring full visibility into who handed off the work and when.

Practical Use Case:

Use Case:   Vacation Hand-off & Compliance Deadlines

Real-World Scenario:  

A Site Safety Coordinator at a busy logistics facility is heading out on a two-week planned vacation starting tomorrow. Over the past week, several incident reports, quarterly forklift pre-use inspection reviews, and ergonomic assessment follow-ups were assigned directly to them. 

As a result, they currently have 18 active form submissions sitting in their Assigned to Me tab. Half of these forms have a strict 72-hour regulatory turnaround window that will expire while they are away. 

The Problem:

 If the coordinator leaves without transferring these forms, critical safety reviews will become overdue, stalling return-to-work approvals and putting the facility at risk of compliance penalties.  

However, transferring these forms individually is tedious and slow:

• The coordinator would have to open each form, locate the reassign function, search for the covering colleague's name, confirm the reassignment, and navigate back to the list view—repeating the entire sequence 18 separate times.
• Under the pressure of wrapping up end-of-day tasks before heading out on leave, doing this one by one increases the risk of skipping forms by accident or running out of time. 

How Reassignment Wizard Solves it:  

Before logging off, the coordinator opens Forms Explorer, goes to the Assigned to Me tab, and opens the Actions menu to launch the Reassign Wizard:

• Step 1 (Select Recipient): The From field automatically defaults to their name. In the To field, they type and select their designated peer covering safety tasks during the leave.

• Step 2 (Select Forms): The wizard displays all 18 submissions assigned to them. The coordinator reviews the list, selects all pending inspection and incident reviews, and clicks Next.

• Step 3 (Review & Confirm): The wizard summarizes the action ("18 Form assignments affected"). The coordinator reviews the list one last time and clicks Reassign.