# Enable Case Assignment

Learn how to enable _Case Assignment Teams_ for _Inbox Items_ and _Cases_.

## About the Feature

In 23R3, Vault Safety added the _Case Assignment Teams_ object, which relies on _Case Access Groups_ to assign _Inbox Items_ and _Cases_ to individual team members.

See <a href="/en/lr/01182/#manage-case-assignment-teams">Manage Case Access Group Security</a> for more information about creating and adding _Case Assignment Teams_ to _Case Access Groups_.

## Update the Case Access Group Layout

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 <a href="/en/lr/26387/#how-to-add-sections">related object section</a> 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, <a href="/en/lr/26387/#how-to-edit-related-object-columns">edit the default columns</a> to display:
    * Team Caseload
    * Team Leader
    * Total Team Members
6. (Optional) Drag and drop the **Case Assignment Teams** section above the **User Acess Group Assignment**.
7. Select **Save**.

## Update the Case Assignment Team Layout

To insert related object sections on the **Case Assignment Team** layout:

1. Navigate to **Admin > Configuration > Objects > Case Assignment Team > Layouts > case_assignment_team_detail_page_layout__c**.
2. Insert related object sections for [each object in the table below][1].
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) Drag and drop the **Team Capacity** section below the **Details** section.
5. In the **Team Capacity** section, add the following fields:
    * _Total Team Members_
    * _Team Caseload_
6. Select **Save**.

<table>
    <thead>
        <tr>
            <th><a id="related-object-sections"></a>Related Object</th>
            <th>Section Label</th>
            <th>Section Name</th>
            <th>(Optional) Default Columns</th>
        </tr>
    </thead>
    <tbody>
        <tr>
            <td><em>User Team Assignment > User</em></td>
            <td>Team Members</td>
            <td><code>team_members__c</code></td>
            <td><ul>
                    <li>--</li>
                </ul>
            </td>
        </tr>
        <tr>
            <td><em>Inbox Item</em></td>
            <td>Team Inbox Items</td>
            <td><code>team_inbox_items__c</code></td>
            <td><ul>
                    <li>Lifecycle State</li>
                    <li>Priority</li>
                    <li>Assigned To</li>
                    <li>New Info Date</li>
                    <li>Company Product Adverse Event</li>
                </ul>
            </td>
        </tr>
        <tr>
            <td><em>Case</em></td>
            <td>Team Cases</td>
            <td><code>team_cases__c</code></td>
            <td><ul>
                    <li>Lifecycle State</li>
                    <li>Assigned To</li>
                    <li>Seriousness</li>
                    <li>Due Date</li>
                    <li>New Info Date</li>
                    <li>Report Type</li>
                </ul>
            </td>
        </tr>
    </tbody>
</table>

## <a id="add-locked-by-user-field-to-inbox-item"></a>Add the Locked By User Field to the Inbox Item Layout

To add the _Locked By User_ field to the _Inbox Item_ layout: 

1. Navigate to **Admin > Configuration > Objects > Inbox Item > Layouts > Inbox Item Detail Page Layout**.
2. Add the **Locked By User** field. 
3. (Optional) Add the **Locked Date** field.
4. Select **Save**.

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

To align field names with their purpose, we recommend updating the label on the _Inbox Item_ _Locked By User_ field and the _Case_ _Locked By_ field to "Assigned To": 

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 **Admin > Configuration > Objects > Case > Fields > Locked By**.
6. Repeat steps 2-4.

## (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 its _Assigned To_ field. This ensures that the _Team Caseload_ reflects 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 states to update, navigate to **Admin > Settings > Safety General Settings**. The Completed states are listed in the _Case Completed_ field.

To create entry actions on an object lifecycle state:
1. Navigate to **Admin > Configuration > Object Lifecycles > [Object Lifecycle]**.
2. In the _States_ section, select the state you want to update.
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_ (this field may appear as _Locked By User_, depending on your configuration) 
    * **Set to Value**: `null`
6. Select **Save**.
7. Repeat steps 2-6 for each lifecycle state.

## Grant Object Lifecycle Permissions

To ensure only users who are assigned to a particular _Inbox Item_ can access it, 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**.


<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: By clearing the <em>Read</em> checkboxes for other roles, some fields visible to Intake users on locked <em>Inbox Items</em> may not be visible on unlocked <em>Inbox Items</em>. To view the fields on unlocked <em>Inbox Items</em>, Intake users must have an <a href="/en/lr/69197/"><em>Application Role</em></a> that grants <em>Read</em> permission for those fields. To modify fields on <em>Inbox Items</em>, the <em>Application Role</em> must also grant <em>Edit</em> permission.</p>
    </div>
  </div>
</div>



## Grant Object Permissions

To grant edit access to the relevant _Inbox Item_ fields: 

1. Navigate to **Admin > 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 appear as _Locked By User_, depending on your configuration)
    * _Locked Date_
5. Select **Save**.

[1]: #related-object-sections