How to track the availability history of a user in Q-assign within a report


Harnessing the Power of Reports and Automation: Tracking User Availability History in Q-assign

 

Welcome to the exciting journey of tracking user availability history in Q-assign! With Salesforce's powerful reporting capabilities, you'll be able to generate insightful reports that showcase the availability trends of your users. Let's dive in and learn how to do it:

 

User availability in Q-assign is determined by the "Present within Q-assign" flag on the User object. When the flag is checked, it indicates that the user is available for assignment. Conversely, when the flag is unchecked, it signifies that the user is unavailable for assignment.

Step 1: Create a Custom Object

To get started, we'll create a custom object named "Q-assign Availability Log." This object will serve as the hub to store all the important information related to user availability. Let's set it up:

  1. Go ahead and create the custom object, giving it the catchy name "Q-assign Availability Log."
  2. Now, let's define the fields we need to capture the availability details:
  • "Available" (checkbox): This field will indicate whether a user is available or not (checked for available, unchecked for unavailable).
  • "User" (lookup to User): We'll use this field to store the full name of the user who changes their availability.
  • "Status Change Time" (date/time): This field will capture the timestamp when a user modifies their availability.

Step 2: Implement Salesforce Flow

Next, let's put our flow-building skills into action and create a Salesforce Flow to automate the process of tracking availability history. Follow these steps:

  1. Open up the Salesforce setup area and navigate to Flows
  2. Create a brand-new "Record-Triggered" flow to encapsulate our availability tracking logic
  3. Configure flow start as shown below and choose the "Action and Related Records" option at the end

 

  1. The highlight of our flow is the "Create Records" element. Drag and drop it onto the flow canvas, as it will enable us to create new records in the "Q-assign Availability Log" custom object.
  2. Configure the "Create Records" element by setting the field values as follows:
    • Available: Map this field to the "Present within Q-assign" field to capture the availability status. 
    • User: Map this field to the "User Id" field to associate the record with the user who changed their availability.
    • Status Change Time: Capture the current date and time using a formula or system function like "NOW()" for this field.
  3. Save and activate the Flow: Once you have configured the create records element, save your Flow and activate it to make it available for use.

 

 

Step 3: Generate the Availability History Report

Now it's time to generate the availability history report. Here's how you can do it:

  1. Create a report based on the "Q-assign Availability Log" custom object.

  2. Include relevant fields: Add the user's full name, status change time, and availability status fields to the report.

  3. Filter and summarize the report: Apply filters based on criteria like user or status change time to obtain specific insights.

 

Please refer to the sample User's Availability Report below, which demonstrates the tracked history of a user's availability.

 

Please contact us at support@ortooapps.com for any questions. We're here to support you on your Q-assign journey!

 

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