Auto-Assigning Tasks Based on Workflow Status
TL;DR
Admins can set custom workflows to automatically add assignees when a task moves to a specific status. This keeps existing assignees, grants the new assignee task access, and works in the workspace, mobile, email, Slack, mass editing, and Outlook. It doesn’t work for tasks created or status-set via automation, forms, blueprints, duplication, imports, API, or tools like Zapier. On Legacy Enterprise, this may be permission-restricted for some account admins, while space admins can always set it for space workflows.
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Pinnacle, Apex. ; Unavailability: Free, Team; |
Account admins can create custom workflows with automatic assignees. On Legacy Enterprise, Pinnacle and Apex accounts, this is a controlled admin permission, so some admins may not have it.
Note
Space admins can add automatic assignees to space workflows irrespective of their user license type.
You can create custom workflows that automatically assign a team member to a task when it's changed to a particular status. When you do so:
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Current assignees aren't removed.
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That user automatically gets access to the task.
Note
You can’t add invited users who haven’t confirmed their accounts as automatic assignees.
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Automatic assignment is not supported when a task is created and the status is set via automation, request form submission, blueprint, folder or project duplication, import from MS Project or Excel, API, or integrations like Zapier, Unito, Workato.
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Click your profile image 1 from the sidebar.
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Select Settings 2 from the dropdown menu.
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Click Workflow 3 from the sidebar. You'll see a list of all workflows in the account.
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Click the title of the workflow for which you want to configure automatic assignment. If you don’t see it, press Ctrl + F (or Cmd + F, if you're on a Mac) and search for it in the list.
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Select the status for which you want to set assignees 4.
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Click the field beneath Assign on status change.
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Begin typing an assignee's name and select them from the drop-down when they appear 5.
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Click the Add more users field to add another assignee.
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To remove an assignee click the x to the right of their name.
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Click Save 6 in the upper right-hand corner.
The assignee's name appears under the status. If there are multiple assignees, you'll see a number, which you can click to see the names of all assignees.