Change history, prioritization, and changing creator/assignee

Four related Job Manager actions: reviewing the change history to see who changed what, prioritizing jobs visually in Gantt, changing the creator of a job (transferring ownership), and changing the assignee of the current workflow step. This article covers each.

What you'll learn

• How to read the change history on the History tab
• How to export the change history as XLSX
• How to prioritize jobs in Gantt mode by dragging them up/down
• How to change the creator of a job (and what can or can't be changed for processes)
• How to change the assignee of the current workflow step

Change history

The change history is a tabular log of who changed what and when, for a single job or process. Use it to answer "when did this change?" or "who set that value?" — and to archive history for documentation.

Limit: The change history doesn't show every system event and doesn't fully map the workflow. It provides before/after status for a general overview.

Information in the change history

Click a row to display the old value on the left and the new value on the right in the lower part of the dialog box.

Opening the change history

1. Open the data sheet.
2. In the upper area, click the History tab.

A new dialog box opens with the change history.

Exporting the change history

1. With the change history open, click the Export Log button.

The complete change history is exported as a table in XLSX format. Useful for sharing with others or archiving.

Prioritizing jobs (in Gantt mode)

Gantt mode doesn't allow column sorting, so you prioritize by moving jobs up and down in the list. Higher in the list = higher priority.

Limit: you can only move entire jobs/processes — individual workflow steps can't be moved with the mouse.

How to prioritize

1. Hover the mouse pointer over a job entry (folder icon) in the left-hand Task Name column. The pointer changes to move mode.
2. Hold the mouse button down and drag the job up to the desired position.

   Only one job can be moved at a time. A green checkmark on the pointer shows where insertion is allowed.

3. Release the mouse at the position.
4. Optional — drag down to lower the priority.

The prioritization is saved across views — also applied in the Kanban view. All users using the same filter in Gantt mode see this order.

Performance tip: Gantt chart calculation takes computing time. Before using Gantt, filter to as few types as possible — or use My Active jobs (ToDos). Without a restriction, opening a Gantt view can take an unusually long time.

Changing the creator of a job

Sometimes the original creator is no longer with the company or has handed off responsibility. You can transfer ownership by changing the creator.

Limit — processes: for processes with BPMN workflows, this function is not available due to the predefined process architecture. For processes, you can only change the assignee of the current workflow step via … > Change assignee (see next section).

Prerequisite: You're the creator of the job or have the corresponding permissions. If a pencil icon appears in the Assignee column on the workflow view in the first step, you're authorized to change the creator.

1. Open the data sheet.
2. Switch to the Workflow tab.
3. Click the pencil icon in the Assignee column for the initial workflow step. A dropdown list appears.
4. Select another user with the appropriate permission to assume the creator role.
5. Optional — enter a comment.
6. Click Save to confirm.
7. A security prompt appears — confirm with Yes.

You've changed the creator.

Consequence: The original creator may lose access to the job as a result and is also no longer listed as a participant. If they need to stay involved, add them back as a participant via the Participants tab.

Changing the assignee of the current workflow step

If the current assignee can't complete their work (e.g., they're out sick), reassign the step to someone else.

Prerequisites:

• The job/process is not in the initial workflow step
• You have the appropriate permissions in your role
• For processes: if a user was selected directly during forwarding, you can't change them — the system assumes the right user was selected. If the workflow step was forwarded to a group and not yet accepted by a user, the new user can accept the step directly from the dashboard. Change assignee only becomes available after the step has been accepted.

From the … menu

1. Open the data sheet.
2. Click the … menu in the header.
3. Click Change assignee. The Participants dialog opens.
4. Select a user.
5. Optional — check the workload:
   • Click Check workload chart to see the user's workload
   • If they're at full capacity, select someone else
   • In the Participants dialog, click Assign to me to take it yourself
6. Optional — enter a comment.
7. Click Save. A confirmation prompt appears.
8. Click Yes.

You've changed the assignee.

From the Details sidebar (alternative)

If you have the right permissions, you can also reassign via the Details tab in the sidebar. Click the pencil icon after the current Assignee(s) in the Assignee(s) line, or click the colored text Assign to me below it.

Related articles

• Reading the job data sheet
• Scheduling workflows and assigning steps
• Editing jobs in Gantt mode
• Forwarding and returning a job