Manage Assignments in the CSP

How to View Worker Assignments in the CSP

When at least one assignment exists, the Assignments grid displays with the following columns:

• Assignment # - Click an assignment number to view details about the assignment (see View Assignment Details section below)
• Worker Name
• PO # - Not displayed if you are viewing the Worker Assignments grid on the PO.
• PO Line - Not displayed if you are viewing the Worker Assignments grid on the PO.
• Resource Manager
• Supplier contact email
• Start Date
• End Date
• Service Sheet Submission Owner
• Status - Can be one of the following:
  • Pending Confirmation - the assignment still has not been confirmed, or is awaiting onboarding or another step. If an assignment is still pending confirmation a day before the start date, an email reminder is sent to the resource manager.
  • Scheduled - the assignment is approved but the start date has not been reached yet.
  • Canceled - the assignment was canceled before it was active.
  • Active - the assignment has been confirmed and is in progress.
  • Pending Close - If an assignment whose end date is in the future was marked as Closed. A Pending Close assignment can still be edited. 
  • Closed - An assignment whose end date is the current day, or in the past, and was marked as Closed. The assignment cannot be updated or reopened.
• Actions
  • Edit - available when assignments are in Draft, Pending Confirmation, Scheduled, or Active status. Only users assigned the Worker Assignments - Manage permission can edit an assignment. When you click Edit you are taken to the Worker Assignment Edit page. You can change any part of an assignment except for the worker. For more information about modifying each section of an assignment, see Assign Workers to an Order Line in the CSP. When you are finished with your edits, click Submit or Cancel. When edits to an assignment are submitted, a notification email is sent to the resource manager.
    • If you change the start date to either the current day or a date in the past, the assignment status changes to Active. 
    • If you edit an assignment in Pending Close status, and change the end date to the current day or a date in the past, the assignment status changes to Closed.
  • Confirm - you can confirm assignments that are in Pending Confirmation status. Only users assigned the Worker Assignments - Manage permission can confirm an assignment in the CSP. When an assignment is confirmed, the assignment status changes to Active if the start date is the current date, or in the past; or Scheduled if the start date is in the future. A notification email is sent to the resource manager.  
    • The Confirm option is disabled by default for supplier users. Ask your customer to contact Coupa to have this option enabled.
  • Cancel - available when assignments are in Pending Confirmation or Scheduled status. Supplier users assigned the Worker Assignments - Manage permission can cancel an assignment in the CSP. After canceling you are prompted to add a cancel reason (required) and additional comments (optional). When an assignment is canceled, a notification email is sent to the resource manager and the supplier contact.
  • Close - available when assignments are in Active status. When an assignment is closed, the assignment status changes to Closed if the end date is the current date, or in the past; or Pending Close if the end date is in the future.  
    • The Close option is disabled by default for supplier users. Ask your customer to contact Coupa to have this option enabled.
  • Reopen - available when assignments are in Pending Close status. Assignment is set back to Active status.

View assignment details in the CSP

Each assignment has its own details page with the following sections:

• Assignment Details
  • PO Line number
  • Worker Name 
  • Supplier contact email  
  • Resource manager
  • Start date 
  • End date
• History - a log of all actions that have been taken on the assignment. For each action in the assignment history, the following information is displayed:
  • User name - person who took the action.
  • Action Date and time 
  • Action - following are examples of actions captured in the History section:
    • Assignment created
    • Start or End date updated
    • Manager updated
    • Supplier contact email updated
    • Assignment status updated
    • Assignment canceled
    • Assignment closed 

The actions you can take on the assignment are listed at the bottom of the page.

Required Permissions

See the Required Permissions section in Create and Manage Workers in the CSP for the list of permissions and the actions they enable.

Notifications

Supplier users can receive notification about various actions related to assignments, making it easier to track who is working on what assignments, and the statuses of each. Notifications can be sent either by email or within Coupa, and include a View Details button which takes you straight to the relevant page that needs your attention or action. 

Users can manage the following notifications by clicking their name in the top-right area of the CSP and selecting  Notification Preferences. 

• A Worker Assignment needs confirmation
• A Worker Assignment scheduled to close is reopened
• A Worker Assignment is canceled
• A Worker Assignment is confirmed
• A Worker Assignment is created
• A Worker Assignment is updated
• A Worker Assignment is closed