I have received feedback from a few offices regarding the design and use of Workgroups within the PEXA platform.
They think workgroups are a good idea, however instead of adding individuals to a workgroup, so they can look after the files while another member of staff is away, they would like the option to view different workgroups from the Dashboard. I.e. have a drop down list and the individual user can choose to see "all" (primary default), "property" "family law" "estates" etc.
This would be particularly helpful for practitioners that run different offices under the same registration. I.e. "CBD" "Williamstown" "Mornington". That way if there is no one in one of those offices on any given day, the people in the other office can view those files without being added to the workgroup or having to view all files in the dashboard.
Practitioners would also like the workspaces to automatically list in date order.
In the current dashboard users can see which workgroup a workspace is allocated to by expanding the row. But unfortunately ‘workgroup’ is not one of the columns and so workspaces can’t be filtered by workgroup. We’ve tried to keep the number of columns under control to prevent dashboard bloating. But if workgroups are a useful differentiator, then we can consider adding it as a column.
In regards to handling the 'covering for a colleague / other office' scenario, your suggestion to be able to access a workgroup that the user isn’t a member of may be a bit trickier. Some subscribers use workgroups not only as a way of allocating work, but also controlling access for certain transactions to certain teams. Applying your idea would reverse this access control mechanism. Although we could, on a subscriber basis via preferences, allow a subscriber to have an 'open access' approach to workgroups that allows all their users to access workgroups they aren’t members of.
Product Owner, Practitioner Service
yesterday - last edited yesterday
Thanks for your feedback!
Ideally, if the practitioners could add their users to any/all applicable workgroups that they need to be in (including any that they may be required to cover for in the future), then it would give the individual user the option to select the workgroup(s) they want to view at any given time.
This would mean the user can view workgroups they have permission for, but not workgroups they are not allocated to. It also means they wouldn't need to see all files for all workgroups at the same time (which is how we currently have it), instead they could see just the files within a single (or multiple) workgroup(s) at any give time.
I imagine it would appear as a small box in the top right corner of the users dashboard, something like:
Workgroups: [ View All ] [ ]
[ Williamstown Workgroup ] [ * ]
[ CBD Workgroup ] [ ]
[ Geelong Workgroup ] [ * ]
So in the above scenario, the user would be able to see all files for Williamstown and Geelong, but wouldn't see the files for the CBD office, making it easier to locate the file they are looking for.
I'm just finding that there is a larger call for this as the use of PEXA expands within firms!