Assign a file

Introduction 

Each file has an assignee; the default assignee is the user who created the project. You can assign a single file or multiple files to other users from the File Review page.

Secure Project Sharing Enhancements 

To support security and access control regulations in the pharmaceutical industry, Verify now supports additional verification steps for sharing projects with new users.  When users who are shared on a project perform an activity that causes a project to be shared with users who are not currently shared, a new notification pops up for user confirmation.

The following actions result in sharing a project and now require user confirmation:

• Share a project
• Assign a file from the File Review page
• Assign a file from the Progress Tracker page
• Assign a task (discrepancy or issue)
• Mention in a comment

Step-by-Step

Assign a single file to a user

• Select the current assignee name to open a dropdown list with users and a search bar. 
• Users who are already shared on the project appear first, followed by a divider, and below the divider is a list of additional users to select from. 
• Selecting a user that is not currently shared on the project will grant them access to the project. 

Assign multiple files to a user

• Select multiple files to assign to a specific user by clicking the checkbox beside all the relevant files
• Select the ‘Assignee’ button above the column to open a dropdown list of usernames to choose from.
• The selected files are assigned to the selected user 
• The selected user is notified by email.

Automated Task Assignment & Notifications

When a file is assigned to a Production Programmer, all existing discrepancies on that file are automatically assigned to that user to prevent ownership gaps. Additionally, immediate real-time emails are sent for key events such as file/task assignments and comment mentions, complementing the Daily Digest email.

Immediate Emails for Assignments & Mentions

Verify now sends real-time emails for key task events—on top of the existing daily digest.

 An immediate email is sent when any of the following occur:

• Assign File
• Assign issue
• Create issue (when an assignee is set on creation)
• Mention in comment
  
   

Rules & restrictions

• Self-assignment is silent: if a user assigns a task to themselves, no immediate email is sent.
• Existing Project sharing/permissions are respected.
• The nightly digest email remains unchanged.