What Are User Assignee Roles?
User Assignee Roles allow you to:
- Define which roles (such as "property manager" or "leasing agent" are involved in completing a certain process type
- Assign different users to that role on each individual process
- Define which steps are to be completed by which role
Previously, leads (and processes by default) could only be assigned to one user and the workflow steps would default to be assigned to that user. You could choose to override the default, and set the step to always be assigned to a different user, but it only allowed you to define one user.
Now, with user assignee roles, you can add user roles to your lead type or process type and set your workflow steps to be assigned to that role, regardless of which user is in that role on the individual process.
If we assign a specific workflow step to a user role, the task will be assigned to the user in that role on our individual process. (In this case, Matt is the property manager for this process, so any tasks for the property manager will be assigned to him. But if Zach were the property manager on a renewal for another property, the workflow task for that process would be assigned to him.)
If a user role isn't set on a process, the task will default to the assignee of the process.
Adding User Assignee Roles to Processes
To define the user roles for a process type, click into the process list and click the gear icon in the top right to navigate to the settings.
Under the General tab in the lefthand sidebar, scroll down to add your user roles.
These will now appear as options as you are triggering a new process in this process type and you can select the users responsible for this particular process.
You can also edit them later on the process and the steps will update to the new users in those roles.