How to manage collaborators and assignment rules to control access to Events

Any Account Owner or Manager can be added as a collaborator on an Event. Collaborators have full access to the Event record and receive related in-app and email notifications where enabled.

Account Owners can already access every Event in the organisation, so adding an Account Owner as a collaborator mainly subscribes them to the relevant notifications. Managers gain access to the specific Event when they are added as collaborators.

Collaborators can be added manually, automatically through activity on the Event, or through an assignment rule. Each method is covered below.

How to add collaborators

You can add collaborators in three ways.

1. Manually

In the Vatix Workspace web app:

1. Open the Event record.
2. Click the collaborators icon in the top-right corner of the record.
3. In the pop-up, search for the user or users you want to add. Only Account Owners and Managers appear here.
4. Select one or more users and click 'Add'.

1. Open the app and go to 'Events' on the bottom menu.
2. From the Events list, tap the Event you want to add a collaborator to.
3. On the 'Event Details' screen, tap the '+' icon next to the collaborator avatars in the top-right corner.
4. On the 'Manage collaborators' screen, tap the 'Not selected' field under 'Add collaborators'.
5. Select the person you want to add from the list.

A confirmation message 'A collaborator has been added' will appear and the person will now be listed under 'Collaborators'.

2. Automatically

A user is added as a collaborator automatically when they:

• are assigned as the Owner of the Event,
• post a comment in the Activity Feed, or
• are tagged in a comment.

3. By assignment rule

You can set up rules that add collaborators automatically based on field values on the Event.

How to set up assignment rules

1. Go to 'Object Manager' in the left sidebar.
2. Select 'Events'.
3. Select 'Assignment Rules'.
4. On the 'Collaborators' tab, click 'Add rule'.
5. In the IF section, select a field from the 'Field' dropdown. You can use single-choice or multiple-choice dropdown fields, and Lookup fields such as Site, Asset, or Contact.
6. Choose the operator:  either 'is any of' or 'is none of'.
7. Select the value or values that should trigger the rule.
8. To add another condition to the same rule, click 'Add condition'. All conditions in a rule must be true for it to apply.
9. In the THEN section, select the Account Owners or Managers to add as collaborators. To add the reporter's line manager automatically, select 'Reporter's Manager'.
10. Click 'Save'.

How collaborator notifications work

Collaborators receive in-app notifications about relevant activity on an Event. They may also receive email notifications when:

• they are added as a collaborator;
• the Event stage is updated; or
• a new comment is added to the Activity Feed.

Email notifications depend on each collaborator’s notification preferences that can be configured in the Vatix Workspace web app.

To manage the notification settings:

1. Click the profile icon in the top-right corner.

2. Select 'Settings'.

3. Selec ‘Notifications’.

How to remove a collaborator

In the Vatix Workspace web app:

1. Open the Event record.

2. Click the collaborators icon.

3. Click the 'X' next to the person’s name.

In the Protector Mobile app:

1. Open the Event.

2. Tap the collaborators icon.

3. Tap the 'X' next to the person's name.