11: Assigning Tasks to Users or Roles

Learn how to assign workflow tasks to specific users or user roles

Aimee avatar
Written by Aimee
Updated over a week ago

What Are User Roles?

User Roles allow you to:

  • Define which roles (such as "property manager" or "leasing agent") are involved in completing processes

  • Assign different users to that role on each individual process (either manually or automatically based on property group)

  • Define which steps are to be completed by which role

With user 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.)

Here's a closer look at the assignee roles:

If a user role isn't set on a process, any tasks assigned to that role will default to the assignee of the process.

Adding User Roles to Your Account

To define the team roles for a process type, first navigate to the User Roles & Assignment settings page. (Settings > User Roles & Assignment)

First, add your user roles to the list.

Then, click on each role to choose which pipelines and processes each should apply to. (Some roles will be involved in some pipelines and processes and not in others).

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.

Auto-Assigning User Roles

Now you can add auto-assignment rules to your user roles, to automatically assign your user roles based on property group.

(Note that these features below are only included on our newest Operations plan. It is not available on Growth, the legacy Operations plan, or our other legacy plans.)

Scroll down to select your default assignees if none of the rules you will add apply to a property. Note that you will likely need to scroll to the right to see all the user roles!

Then add your additional auto-assignment rules based on property groups. (Note that these auto-assignment rules will only apply to processes and not pipelines.)

Now, when you start this process one at a time, in bulk, or automatically, the process will use these rules to select assignees for each role. It will look at the rules from top to bottom, using the first rule that applies.

You can update the assignees on individual processes when starting them (click "overview automatic assignment" as picture above) or afterwards in the process.

Now that you've added your team member roles and defaults based on property groups, be sure to assign the tasks in your process workflow to the correct team member roles.

Now go through your process and assign the tasks to specific users or user roles!

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