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Auto-Assigning Tasks Based on Workflow Status

Table 21. Availability - Legacy plans

Unavailability: Legacy Free, Legacy Professional; Availability: Legacy Business, Legacy Enterprise.


Table 22. Availability

Unavailability: Free, Professional, Team; Availability: Business Plus, Enterprise Standard, Enterprise Pinnacle.


Overview

Account admins can create custom workflows with automatic assignees. On Enterprise Standard and Pinnacle 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:

  • Current assignees aren't removed.

  • That user automatically gets access to the task.

  • Assignees aren't automatically added according to workflow settings in tasks created via automations, such as API, request form submissions, Unito/Workato integrations, etc.

Where automatic assignees work

If you've specified assignees for status, the assignee is added when you create a task or change a task's status:

  • In the workspace.

  • In mobile apps.

  • Via email integration.

  • Via Slack integration.

  • Using mass editing.

Automatically add assignees based on status (for account-wide workflows)

  1. Click your profile image 1 from the sidebar.

  2. Select Settings 2 from the dropdown menu.

    profile_image.png
  3. Click Workflow 3 from the sidebar. You'll see a list of all workflows in the account.

  4. 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.

  5. Select the status for which you want to set assignees 4.

  6. Click the field beneath Assign on status change.

  7. Begin typing an assignee's name and select them from the drop-down when they appear 5.

    • Click the Add more users field to add another assignee.

    • To remove an assignee click the x to the right of their name.

  8. Click Save 6 in the upper right-hand corner.

    panel.png

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.

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