Quick answer: A task assignment workflow automatically creates a task — such as a corrective action — and assigns it to the right person as soon as a condition is met, so follow-up work doesn't depend on someone remembering to create and assign it manually. Like the other workflow types, it's built using a Result Transfer, but this one creates a new result in a target analysis set rather than editing an existing one.
When would you use this?
| Use case | Without the workflow | With the workflow |
|---|---|---|
| Corrective action after a customer complaint | The complaint recipient manually creates the action and assigns it to the responsible manager | AlisQI creates and assigns the corrective action automatically when the complaint is submitted |
| Corrective action after a failed inspection | Someone manually creates the action and assigns it to the operator | AlisQI creates and assigns the corrective action automatically when the inspection fails |
| Follow-up task after an audit finding | The auditor or Quality Manager manually creates and assigns the task | AlisQI creates and assigns the task automatically when the finding is registered |
Before you start
Make sure you have the following ready:
- Access to the correct analysis sets — If you are using the ''Action list''- CAPA & RCA Solver requirements must be met.
- Permission to manage workflows in AlisQI.
- The source analysis set decided — where the triggering result will be entered.
- Any supporting fields on that source set — e.g. a field to select the manager or gatekeeper, whose value gets carried over to the new task.
- A trigger condition — what should cause a new task, such as an inspection failing or a new complaint being entered.
- A task assignee decided.
- The task details decided — what the assignee needs to do, and what information they'll need to do it.
- Target Set - the analysis set the asignee will work from.
Step-by-step: building the workflow
This walkthrough uses the customer-complaint example:
A complaint is submitted along with a responsible manager, and a corrective action is automatically created and assigned to that manager.
- From the menu bar, go to the results overview of the analysis set that should trigger the new action — here, Customer Complaints.
- On the right side of the screen, click More > Workflows.
- Click + New workflow. A new panel opens on the right.
- Select the action(s) that should trigger the workflow — here, only Entry, since a new action should only be created when a new complaint is entered (not on every edit).
- If someone should be notified of the new entry itself, select a user or enter an email address here.
- Click Result transfer to configure the automatic creation of the action. A Result Transfer sends data to another Analysis set — here, the Action list.
- Open Target set and select the Analysis set to write to — here, the Action list. More fields appear once you select it. [
- Open Report errors to and select who should be notified if the Result Transfer fails.
- Leave Edit result set to No — you're creating a new result, not editing an existing one.
- Leave Forward user to created or updated result set to No, unless you want the person triggering the workflow redirected to the new action instead of staying on the complaint they just submitted.
- Select the fields to be entered or updated. Required fields on the Action list are pre-selected; in this example, also add:
- Related incident — relates the new Action list result back to the Customer Complaint it originated from.
- Type of incident — logs that this action originated from a Customer Complaint.
- Click Calculations. Fields appear that need either a variable or a fixed value. A variable is the unique field ID from the source set (here, Customer Complaints) — it copies that field's content into the new Action list result.
- Click Variables to see the variable (field ID) for each field you might want to copy.
- Copy the variable for a field you want to use — in this example, Date Submitted, to populate the new action's date.
- Click Result transfer again and paste that variable into the matching field — here, under Date. A checkmark confirms it's accepted.
- Repeat steps 14–15 for every field that should use a variable, and enter fixed values for the rest. In this example:
- Related incident — variable of the complaint's unique ID
- Type of incident — fixed value
"Customer Complaint" - Type of action — fixed value
"Corrective" - Status — fixed value
"Open" - Action owner — variable of Responsible manager
- Action — fixed value
"Review customer complaint" - Due Date — a calculation: the Date Submitted variable, plus 3 days
Important:
- Fixed values must be written between quotes.
- If a field is a selection-list field, its value must exactly match an option in that list — AlisQI warns you if it doesn't.
17. Click Result transfer again to close it.
18. Enter a Subject and Message.
Important:
- Subject and message are always required.
- Write them to reflect what the Result Transfer actually does — this description is what will help you understand the configuration if something goes wrong later.
- If you set a recipient in step 5, make sure the subject and message make sense to them too.
19. Choose whether the result should be added as a table (only relevant if you set a recipient in step 5). If checked, the result and any attachments are included; if not, only the message and a link are sent. 
20. Click Save. The workflow now appears under Existing workflows on the left side of the screen. 
How to test it
Trigger the workflow:
- Add a new result to the analysis set the workflow is set up for.
- Enter the result — the values entered for fields like ID, Date Submitted, and Responsible manager are what the workflow uses.
- Save the result.
Confirm it worked:
- Go to the results overview of the target set —this example utilises the Action list.
- Confirm a corrective action/ new result has been created.
- Check the result's history: open the result and click the clock icon.
A window shows the change history — including confirmation that the result was created by the Result Transfer of your workflow (named, in this example, "New customer complaint submitted"). 
If the workflow doesn't trigger — or creates a task with missing info
Check for an error report first. If you set a recipient in step 8 (Report errors to), check whether they received one:
- Go to your profile and click Messages.
- Check the inbox for a message — for example, one stating a required field like Status wasn't given a value, which usually points back to an incorrect fixed or variable value from step 16.
If there's no error report, check these causes:
- A variable or fixed value is incorrect. Review step 16.
- A required field on the target analysis set has no input. For example, if Action owner is required on the Action list but no Responsible manager was selected on the Customer Complaints form, the task creation will fail. To prevent this, make Responsible manager a required field on the Customer Complaints form.
Key terms used in this article
- Result transfer – the action that creates or updates a result in another Analysis set.
- Target set – the Analysis set the Result Transfer writes to.
- Variable – a field's unique ID, used to copy that field's value from the source result into the new one.
- Report errors to – the user notified if a Result Transfer fails to execute.
- Solver – a licensed feature package; the Action list used here is part of the CAPA & RCA Solver.