how to create a workflow for work allocation based on number of lines equally assign?

Question

Hi.

i need a help in allocation some work between my employees equally. for example

We manage two files:

* LIST: This is a daily list that I retrieve from a SharePoint site and input into an Alteryx workflow. We focus on items that have no assigned user, meaning they need to be allocated.

* Assignee List: This contains a list of 10 individuals.

The process involves checking if an assignee is not on PTO (Paid Time Off). If they are available, we distribute the unassigned items from the LIST equally among the names in the Assignee List.

For example, if the DAILY LIST contains 10 items that need assignment, Alteryx will allocate these items to the individuals in the Assignee List. If someone is on PTO, they are excluded from the assignment.

After the allocation is complete, there should be a button to send the file to all users with a message: "Please find the attached allocation for today (XX-XX-XXXX)."

In essence, this is an allocation process.

if i have 1000 lines to assign, and i have 20 employees, then work need to assign equally

any help would be appreciated

Daily List.xlsx

test allocation names.xlsx

Hsandness · Accepted Answer

This approach uses the multi-row tool along with helper columns. Depending on what you're comfortable with, you can choose a version of this or an iterative macro. It assumes no tasks have been assigned to users yet. If you need to account for tasks already being assigned you'll have to adjust the workflow for that. To send messages, you'll have to either save this workflow as an app that sends emails after you run the workflow or save the file to a file path or directory on your network where the workflow can pull it down and send emails after clicking run in the Alteryx gallery.

The RecordID column before the append helps identify unique tasks. Each task will have 7 rows since there are 7 users that don't have PTO on May 28th. The "Helper" column will reset after each group of 7 tasks. Looking at the example screenshot you'll see the "Helper" column was reset to 1 for all the rows associated with task 8 or RecordID 8. This means we've gone through all 7 users and can restart our allocation process.

If the "Helper" column is equal to the Source_RecordID, this tells us we should assign this task to the individual in the Assigned user column. Looking at task 8 again, you'll see that Binu is allocated to task 8/row 8. If you need a better explanation or more detail let me know.