Reassigning tasks based on author
Have a task within a blueprint that needs to be handled by the person who made the request? We used to have to assign these manually when using a request form to launch a blueprint, but thanks for a bit of automation + job roles, we were able to automate this!
Job role setup:
- Settings > Account management > Job roles
- Create a Job role called "Requester"
Blueprint edits:
- Within your blueprints, if there is a task that's meant to be handled by the person who makes the request (i.e. a "submit brief" or "review" step), set the assignee to the job role you just made (note: you cannot add a job role as an assignee to a project)
Automation setup:
- Create an automation in the space where this type of work populates (custom rule)
- Apply rule to tasks and the location you want (entire space or specific folder(s))
- Set the trigger to Other > New item created
- Set your condition to Assignee = Requester (job role)
- Set the action to Fields > Change assignee; put "Add specific" + Item author
- Set a follow-up action to Fields > Change assignee; put "Remove specific" + "Select manually" + search the Requester (job role)
The last few steps ensure that if a task is shared by another user and the Requester job role, it will not be completely replaced by the item author. Instead, it will add the item author based on if "Requester" is assigned, and then remove the job role.
Hope this helps!
Thank you for sharing your expertise! Anna Giacobbe 👏