Enable Case Assignment

Learn how to enable Case Assignment Teams for Inbox Items and Cases.

About the Feature

In 23R3, support for Case Assignment Teams was added to Vault Safety. This object relies on Case Access Groups and helps assign Inbox Items and Cases to individual team members.

See Manage Case Assignment Teams for more information about creating and adding them to Case Access Groups.

Update the User Object

Follow the steps below to add the User Current Caseload field to the User layout:

1. Navigate to Configuration > Objects > User > Layouts > User Detail Page Layout.
2. In the Details section, add the User Current Caseload field.
3. (Optional) Reorder the fields to display the User Current Caseload field first.
4. Save the page.
5. Navigate to the Fields tab and select User Current Caseload.
6. Select Edit.
7. Select the Display in default lists and hovercards checkbox.
8. Save the page.

Update the Case Access Group Layout

Follow the steps below to add the Role Assignment Method field and the Case Assignment Teams related object section to the Case Access Group layout:

1. Navigate to Admin > Configuration > Objects > Case Access Group > Layouts > Case Access Group Detail Page Layout.
2. In the Details section, add the Role Assignment Method field.
3. Insert a related objection section with the following settings:
   • Related Object: Case Assignment Team
   • Section Label: Case Assignment Teams
   • Section Name: case_assignment_teams__c
4. Select Done.
5. (Optional) In the Case Assignment Teams section, edit the default columns to display:
   • Team Caseload
   • Team Leader
   • Total Team Members
6. (Optional) Move the Case Assignment Teams section above the User Acess Group Assignment.
7. Save the page.

Update the Case Assignment Team Layout

Follow the steps below to insert related object sections on the Case Assignment Team layout:

1. Navigate to Configuration > Objects > Case Assignment Team > Layouts > case_assignment_team_detail_page_layout__c.
2. Insert the related object sections in the table below.
3. (Optional) Insert a Detail Form section with the following settings:
   • Section Label: Team Capacity
   • Section Name: team_capacity__c
   • Section Layout: Detail Form - Two Columns
4. (Optional) Move the Team Capacity section after the Details section.
5. In the Team Capacity section, add the following fields:
   • Total Team Members
   • Team Caseload
6. Save the page.

RELATED OBJECT	SECTION LABEL	SECTION NAME	(OPTIONAL) DEFAULT COLUMNS
User Team Assignment > User	Team Members	team_members__c	User Current Caseload
Inbox Item	Team Inbox Items	team_inbox_items__c	Lifecycle State Priority Assigned To New Info Date Company Product Adverse Event
Case	Team Cases	team_cases__c	Lifecycle State Assigned To Seriousness Due Date New Info Date Report Type

Add the Locked By User Field to the Inbox Item Layout

Follow the steps below to add the Locked By User field to the Inbox Item layout:

1. Navigate to Configuration > Objects > Inbox Item > Layouts > Inbox Item Detail Page Layout.
2. In the Case Validity and Source section, add the Locked By User field. Optionally you can also add the Locked Date field.
3. Save the page.

(Recommended) Update the Locked By User and Locked By Label to Assigned To

We recommend updating the Inbox Item Locked By User field and the Case Locked By field to “Assigned To” to align the name with the purpose of this field:

1. Navigate to Admin > Configuration > Objects > Inbox Item > Fields > Locked By User.
2. Select Edit.
3. Update the Label field to “Assigned To”.
4. Select Save.
5. Navigate to Configuration > Objects > Case > Fields > Locked By.
6. Repeat the above steps for the Locked By field.

(Recommended) Create Entry Actions for Inbox Item and Case Lifecycle States

We recommend creating entry actions for the Completed states in the Inbox Item and Case lifecycles so that when an Inbox Item or Case enters a Completed state, Vault clears the Assigned To field on it. This ensures that the Team Caseload and User Current Caseload reflect the number of Inbox Items and Cases that still need to be processed by a team member, and not the ones that have already been completed.

Complete the steps below for the following object lifecycle states:

• Inbox Item Lifecycle: Promoted and Rejected
• Case Lifecycle: To find out which Completed states to update, navigate to Admin > Settings > Safety General Settings. The Completed states are listed in the Case Completed field.

1. Navigate to Admin > Configuration > Object Lifecycles > [Object Lifecycle].
2. In the States section, select the state you want to update according to the state information above.
3. In the Entry Actions section, select Edit.
4. Select Create Entry Action.
5. Configure the Entry Action as follows:
   • Always > Update Field
   • Fields: Assigned To (or “Locked By User”, depending on your configuration)
   • Set to Value: null
6. Save the page.

Repeat these steps for each of the lifecycle states as specified above.

Grant Object Lifecycle Permissions

To ensure only users who are assigned to a particular Inbox Item can access it, follow the steps below to add permissions to the Assigned To role and remove permissions for all other roles in the Inbox Item object lifecycle:

1. Navigate to Admin > Configuration > Object Lifecycles > Inbox Item Lifecycle.
2. In the Roles section, select Edit.
3. Expand the Assigned To role and select the Read, Edit, and Delete checkboxes for the applicable Inbox Item lifecycle states.
4. Expand all other roles and clear the Read, Edit, and Delete checkboxes.
5. Select Save.

Grant Object Permissions

Follow the steps below to grant edit access to the relevant Inbox Item fields:

1. Navigate to Configuration > Users & Groups > Permission Sets > Case Intake Actions > Objects.
2. Select the Inbox Item object.
3. In the Object Field Permissions section, select Edit.
4. Grant Edit access to the following fields:
   • Assigned To (this field may also appear as “Locked By User”, depending on your configuration)
   • Locked Date
5. Save the section.