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Preferences - Review Assignment

The Review Assignment preference page determines who is responsible for completing each review. Use the Review Assignment preference page to create assignment policies that define default assignees, the teams a review can be assigned to, whether reviews can be manually reassigned or delegated, and whether Tonkean AI assigns reviews automatically.

Each review type uses the assignment policy selected in its Assignment Policy field on the Reviews preference page. If no assignment policy is selected, Tonkean applies the default assignment logic.

Enable Auto-Delegates?

If selected, users are allowed to set auto-delegates for reviews assigned to them.

This setting is also available on the Reviews preference page. Changes made in either location are reflected in both.

Review Assignment Policies

Review assignment policies define how reviews are assigned. A single policy can apply to multiple review types. For example, you might create one policy that assigns reviews to the requester's direct manager and another that routes reviews to the Legal or Procurement team.

Assignment policies replace the deprecated Default Assignee Email, Allow AI Auto Assignment?, and Can Be Manually Assigned? fields on the Review Types table. If your review types still rely on these fields, move this configuration to an assignment policy.

Add and Configure Review Assignment Policies

To create and configure a review assignment policy, follow the steps below:

  1. In the Review Assignment Policies table, scroll to the bottom of the table and select the Create Row button, preference-table-create-row.png. The Create/Edit window displays.

  2. Configure by entering values for the relevant fields:

    Remember, you can select the insert field button, insert_field.png, to add schema fields and other dynamic values.

    1. Name (Required) - Enter a descriptive name for the assignment policy.

    2. Default Assignee Email - Enter the email address of the user who is automatically assigned the review. Use the relevant schema field whenever possible. For example, if you have a schema field for “Direct Manager,” use this field here to dynamically assign the review to the requester’s direct manager.

    3. Teams to Include - Select the teams that reviews using this policy can be assigned to. The available options are the teams configured on the Review Teams preference page. The number of teams selected determines how the review is assigned:

      • None - The review cannot be assigned to a team.

      • One team - The review is automatically assigned to that team.

      • Multiple teams - The team is selected manually, or assigned automatically based on each team's assignment matching conditions or a custom auto-assignment extension.

    4. Allow AI Auto Assignment? - Select whether Tonkean AI automatically assigns reviews using this policy, based on the AI Auto Assignment settings on this page. If set to Yes, the review is assigned by Tonkean AI. If set to No, the review follows the other assignment rules in this policy. Default: No.

    5. Reviews Auto Assignment Extension - Select a custom module that performs custom auto-assignment logic for reviews using this policy.

    6. Show auto-reassignment button? - Select whether reviewers see a button that reruns the auto-assignment logic based on the configured policies. If set to Yes, the button displays. If set to No, the button is hidden. Default: No.

    7. Auto-Reassign When Resubmitted? - Select whether the assignment logic runs again automatically when a requester resubmits a request after a reviewer returned it for edits. If set to Yes, the review is automatically reassigned. If set to No, the review keeps its current assignee.

    8. Hide Manual Assignment Summary - Select whether to hide the assignment summary on the review side panel. If set to Yes, the assignment summary is hidden. If set to No, the assignment summary displays. Default: No.

    9. Allow Review Delegates? - Select whether reviews using this policy can be delegated to another user. If set to Yes, reviewers can delegate the review. If set to No, delegation is not available. Default: Yes.

    10. Delegates Allowed Business Group - Select the business groups whose members can be selected as delegates. If left blank, any user can be selected as a delegate. This option only applies when Allow Review Delegates? is set to Yes.

      For more information about business groups, see Create and Manage Business Groups.

    11. Include Assign/Reassign Button - Select whether the review can be manually assigned or reassigned in Tonkean. If set to Yes, the assign and reassign buttons display. If set to No, the buttons are hidden. Default: Yes.

  3. When finished, select Create. The review assignment policy is created.

AI Auto Assignment

The AI Auto Assignment feature automatically assigns reviews using Tonkean AI. The AI looks at the request details (like description, priority, and required expertise) and matches them to team members based on skills, availability, and workload. Reviews can always be reassigned manually.

To use AI auto assignment for a review type, select AI Auto Assignment - Feature Enabled, and then set Allow AI Auto Assignment? to Yes in the review type's assignment policy.

AI Auto Assignment - Feature Enabled

If selected, the AI Auto Assignment feature is enabled for the solution.

Set AI Criteria Weights

Criteria weights determine how much weight or emphasis the AI model places on each relevant aspect.

To add and configure a criteria weight, follow the steps below:

  1. In the Weights table, scroll to the bottom of the table and select the Create Row button, preference-table-create-row.png. The Create Row window displays.

  2. Configure by entering values for the relevant fields:

    Remember, you can select the insert field button, insert_field.png, to add schema fields and other dynamic values.

    1. Name (Required) - Enter a name for the weight (for example, Expertise Match, Availability, Fair Distribution).

    2. Description (Required) - Enter a description for the weight.

    3. Percentage (Required) - Enter a percentage for the weight. This value determines how significant this weight is in the AI model’s analysis (that is, how heavily it’s weighted).

    4. Review Types (Required) - Select the review types that are relevant for this weight.

  3. When finished, select Create. The criteria weight is created.

Configure Rules & Compliance

In the Rules & Compliance table, you define the rules that Tonkean AI should follow in assigning reviews.

To add and configure a rule, follow the steps below:

  1. In the Rules & Compliance table, scroll to the bottom of the table and select the Create Row button, preference-table-create-row.png. The Create Row window displays.

  2. Configure by entering values for the relevant fields:

    1. Name (Required) - Enter a name for the rule (for example, Active Status Check, Capacity Verification, Minimum Skill Requirements).

    2. Description (Required) - Provide the rule in clear text. For example, for a “Minimum Skill Requirement” rule, the Description might be “Verify that the reviewer meets the minimum required skills to assess the request.”

    3. Enabled (Required) - Select whether this rule is active or not.

    4. Review Types (Required) - Select the review types that are relevant for this rule.

  3. When finished, select Create. The rule is created.

Schema Fields for Context

In the Schema Fields For Context field, add the schema fields you would like Tonkean AI to consider in its analysis and review assignment. This field is required when AI auto assignment is enabled.

In this section: