Product Tip: Do you have process items stuck for approval because the assignee left the organization suddenly?

Consider a process with multiple workflow steps and an assignee for each step. We all know that an item can only go from one step to another step after the assignee approves it. Sometimes, there may be instances when an assignee in charge of a particular step may leave the organization without prior notice leaving all items under them unapproved. In such cases, all items assigned to them will be stuck in that particular step and will not move to the next step.

These items are listed under the Item reassignment tab inside Admin actions. In Kissflow, Account Admins or Flow admins can reassign these pending items to active users in the account to complete them. The Flow Admin can assign individual items to specific users one at a time. The items belonging to the user that was recently deactivated or deleted are ranked first.

The example below will help you understand how Account Admins and Flow Admins can reassign items to another user. 

Bucky has created a Leave Request process and the workflow has 2 steps:

1. Manager Approval
2. HR Approval

The Manager Approval step requires Loki's approval, while the HR Approval step requires Natasha's approval. Unfortunately, Loki leaves the organization, leaving all In progress items assigned to him incomplete with no one to act upon.

Only if Bucky reassigns another user to the Manager Approval step can the items under In progress be acted upon. Similarly, users will not be able to submit any new items. They will get the following notification while trying to submit a new item: There is no assignee for the next step Manager Approval. 

Here’s how you can reassign process items as a Flow Admin to another user. 

1. Click My items > Admin actions > Item reassignment
2. Select the Process item you’d like to reassign. 
3. You will find the workflow step to be reassigned and the number of items waiting for approval in that step. 
4. Search for the name of the user you would like to reassign to in the Search bar and click Continue. 
5. Add notes or instructions in the Notes* section and click Reassign.

All items previously assigned to Loki will now be assigned to another user. https://www.loom.com/share/220a170687d2486ebe4bb39633c1095f

Read more about reassigning items here.

React to this post if you find this tip helpful. Leave your questions in the comments, and we’ll answer them for you :)