This article lists the steps you need to follow to amend assignments as a group rather than on a one-by-one basis using classic Beeline Enterprise functionality. It is intended for Hiring Managers who do not use the Hiring Manager Experience or for Program Office staff who need to act on behalf of a Hiring Manager.
This is a two-part process. First, you need to create an Assignment Group. Then, you select what action you want to take (for example, amend, extend, terminate) for all assignments included in your group.
This content reflects non-client specific Beeline Enterprise functionality which may vary from what you see when logged into Beeline Enterprise depending on any client-specific settings or adjustments.
To create an Assignment Group:
- Navigate to your Beeline Enterprise Home screen.
- Click the Manage/Search menu drop-down arrow located in the Header menu bar.
- Click Assignments. The Assignment Search screen appears.
If you know of a previously saved Assignment Group that meets your needs, then select Assignment Groups from the Manage/Search menu and use the search filters to locate the Assignment Group. If an Assignment Group does not exist that you can use or easily repurpose, then the filters and search options available under Manage/Search > Assignments give you greater flexibility to create a new group list. The filters and search options available under Manage/Search > Group Assignments are limited (approximately 11) while the options on the Assignment Search screen are extensive (30+).
- Use the various filters to retrieve the assignment records you will need in your results list.
- Click Search to generate your list. The results display at the bottom of your screen.
All assignment records in a single Assignment Group must have the same Request Type. You will be able to ‘add’ or ‘remove’ records from the group throughout the ‘create’ process so your search profile can be broader or narrower in scope than your final group list.
You can also click the column headers to change the sort order of your results list for easier selection. Click a second time to reverse the sort order. Need more options to refine your results list? Click Edit on the right-hand side above the column headers to add more categories to your results list.
- Use the checkboxes in the first column to select which assignments to include in your group list.
- Click Create Assignment Group in the options row at either the top or bottom of the screen. The Assignment Group Edit Screen appears.
- Enter your group name of choice in the Assignment Group Name field. Notice that the Request Type is auto-populated and the asterisk (*) indicates it is a required field.
- Click Save. The screen refreshes. Make a note of the auto-generated Assignment Group ID for future reference.
- Click Edit if you need to adjust your group.
You can use the Add Assignments link without clicking Edit, but if you need to remove items from your list, then you will need to use the <Edit> option which also includes an Add Assignments link. The Add Assignments link opens the Assignment Search screen where you can create a new search profile to retrieve assignment records to add to your group.
- Make adjustments using the instructions provided above until your group list is complete.
- Click Save.
To amend an Assignment Group:
- Now that you’ve created your Assignment Group, select the <amend> action of your choice from the action bar at the top or bottom of your screen. Options include:
- Amend: This is the most generic action option and includes the most extensive list of fields that can be amended in batch mode.
- Amend From Start of the Assignment: Same as amend except the Amendment Start Date defaults to the Assignment Start Date.
- Extend: Data field selection is limited to the Extension Date.
- Terminate: Data field selection is limited to Type and New End Date.
- Optional. Change Timesheet View: Used to switch a worker’s timesheet from Weekly to Monthly or the reverse. NOTE: The Monthly Timesheets feature must be active to use this feature.
- Optional. Recalculate Budget: Used to recalculate an assignment's total approved cost. NOTE: This feature is only available using assignment group functionality.
If you plan to amend a large number of assignment records in a single Assignment Group, please check with your COM (Client Operations Manager) for best practice advisories. It may be more efficient to process several smaller groups based on your computer/browser capabilities or the extent of the amendments needed.
- Click the action option of your choice. The Assignment Group screen appears. The options visible on the Assignment Group screen will be specific to the <amend> action selected.
- Complete all required fields as indicated by the asterisk (*). Complete other fields as needed. If the amendment affects the assignment budget, select a value for the Budget Adjustment field.
- Review any statements in the Warnings section carefully and use the checkbox to acknowledge your acceptance. This is a required acknowledgement.
- Click Next. The screen refreshes with a summary of your entries/selections along with visibility to the Approvers section.
- Optional. Adjust the Approvers list as desired. NOTE: If the Approvers section is <read only> then the approval will route to the Approver associated to the assignment record.
- Click OK.
- Once all the assignments are processed, a confirmation screen displays the results. Review the results and check for any assignments that failed to process. A separate column lists the reason for the failure. Resolve the issue and resubmit until all assignments pass successfully.
Be aware that until each assignment included in an Assignment Group is approved, that the Assignment Group remains in a ‘Pending Approval’ status. No assignment can be edited while it is ‘Pending Approval’. IF ALL ASSIGNMENTS FAIL TO EXTEND, THEN NONE ARE SENT FOR APPROVAL. You will need to resolve the ‘failure’ reason before your mass amendments action is complete.