Preface

ECM Toolbox Workflow Service Pack 3 introduces user allocations, with automatic user assignment of new
items that arrives in workflow. On start-up, ECMT will check for a system account user. If the system
account is not there it will be added to manage the Workflow Allocation.
Round Robin - Items are assigned on a round robin basis, with each user receiving an item equally as
possible, except for users that are in the out of office calendar that will be ignored.

Setup

To view the settings for workflow allocation, click “Workflow Allocations” tab on the top right of the
screen. You must be a system administrator to see this button.

Setup Out of Office (OOO) Allocation

A user can be setup to not receive items that would be automatically assigned to them by the allocation
system.

1. Select a user from the dropdown.

2. Select a start date to an end date.

3. Click Add.

4. Drag the edges of the box to adjust the day span of the user in question if needed.

Setup Round Robin

To setup a workflow queue to have automatic allocation, the following steps must be taken:

1. Click “Queue Allocation Settings”.

2. Tick the on/off box for each queue that should have automatic allocation enabled on.

3. Round Robin will now be active on the queue.

Allocation Explanation

For example, you have 5 users are a member of the “Payables” queue who should be evenly assigned

incoming “invoices”. Each user will receive one item until all 5 users have been given an item. The system
will then start at the first user and move throughout the users to evenly distribute items as possible. This
process repeats indefinitely.

If you have a user on the “Out of Office” calendar, the system will “skip” that user in queue and move on
to the other users until the day of routing does not have the user’s OOO allocation marked.