When you create a template and add tasks to it, you can pre-set who this task will be assigned to. So when you start process from this template, tasks automatically become assigned or available to users and groups.

Steps to define task assignee:

  1. Choose the template and click to edit it
  2. On the tab "Tasks" find the task you need and click on it to access task details
  3. In task details go to the field "Assignment candidates" and add users and/or groups to it

*** Please note: Try to use groups instead of single users. You can always create new groups and add required users to them.

Task assignment cases:

  • Make this task available to just one user. This way, when you start process from this template, task will be automatically assigned to this user as soon as it becomes available to work on.
  • Make this task available to a number of users and/or user groups. So when the process is started and task becomes available to work on, all of these users will see this task in "Available tasks" and be able to assign to self .

The following options are available:

  1. Process Starter. Task will be automatically assigned to user who started the process. 
  2. Process Manager. The task will become available to all process managers listed in process settings. If there is one process manager, the task will be automatically assigned to her when the process is started.
  3. All users. If you choose this option, this task will be available to all users in your company.
  4. Form field with type "User". Task will be directly assigned to a single user who specified in the selected form field.
  5. Users Groups. Task will be available to all users in selected group, every user can assign this task to herself. NOTE: If you cannot find suitable user group for this task you can create it right here. Type new group name and click "Create new group"
  6. User. These tasks will always be assigned to selected user in all processes start from this template.  

Examples of task assignment:

Example 1.
Assignment candidates:
"Sam Wilson" user, "John Smith" user, HR group (includes John Smith,  Sam Wilson, Kate Anderson)

      Result: After process start, task will be available to all of these users: "Sam Wilson", "John Smith" and "Kate Anderson". One of them has to assign task to self to start working on it.


Example 2.
Assignment candidates:
John Smith.
Result:
task automatically assigned to John Smith.

Example 3.
Assignment candidates:
"CEO" group (includes single user John Smith).
Result:
task automatically assigned to John Smith.

Example 4.
Assignment candidates:
"Process starter".
 Result: If John Smith started the process task becomes automatically assigned to him.

Example 5.
Assignment candidates:
Process manager (Kate Anderson and Sam Wilson are saved as process managers).
Result:
task is available to all process managers: Kate Anderson and Sam Wilson

Example 6.
Assignment candidates:
 field "Head of HR" from associated data form.  In started process  "Head of HR" form field is filled with "Glenda Sutton".
Result: Task is assigned to "Glenda Sutton".

Did this answer your question?