Update job assignees

When your firm has many employees, the different people maintain the job on different pipeline stages. It is really easy to make a mistake when you reassign jobs manually. Instead, you can have job assignees added and removed automatically at certain stages of the workflow.

In this article, you will learn how to set up this automation in pipeline stages, but this approach also applies to setting up this automation in custom job statuses .

Paso 1. Definir los destinatarios de trabajo

Having job assignees helps you see who is responsible for a specific job and also allows you to filter by each assignee. You can set up as many assignees as you want for each job and you can have them all displayed in your job cards as long as you have that option enabled in your pipeline’s settings.

Before adding the automation , you have to decide which team member should be assigned to a job and when they need it. That depends on your team member’s role or responsibilities, since your sales manager/tax preparer/reviewer/etc. could be responsible for a job only during a certain workflow stage. For example, you can have a job assigned to a client manager in the first stage, then to the preparer in the next one, then to the reviewer, and so on.

Step 2. Set up the “Update job assignee” automation

Para asegurarse de que todo su personal está asignado a trabajo mientras completa su parte en él, siga estos pasos:

1. Go to the pipeline settings , choose the stage to which you would like to add the automation, click on the Add automations link, then choose Update job assignees in the pull-down menu. Choose the team member(s) from the account list.

2. While creating the automation, select employees you want to add or remove as job assignees automatically.

   

   La automatización puede configurarse de distintas maneras:

• Clear existing assignees on + Add assignees empty: When a job enters this stage, assigned employees become unassigned, and the job becomes unassigned.

• Clear existing assignees on + Add assignees filled: When a job enters this stage, assigned employees become unassigned, and the ones listed in the Add assignees field are assigned to the job instead.

• Clear existing assignees off + Add assignees filled: When a job enters this stage, assigned employees remain assigned to the job, and the ones listed in the Add assignees field are assigned as well.

• Clear existing assignees off + Remove assignees filled: When a job enters this stage, employees listed in the Remove assignees field become unassigned.

• Add assignees filled + Remove assignees filled: When a job enters this stage, employees listed in the Add assignees field are assigned to the job, and the ones listed in the Remove assignees are unassigned.

Una vez que un trabajo entra en escena, el trabajo asignado a se actualiza automáticamente.

Nota

Para los Actualización trabajo asignado a automation,it doesn’t matter if the autoavanzar trabajos toggle for the stage is turned on. The automation is triggered automatically and doesn’t require actions from either the client or the firm side to be completed. Also, no elements are linked to the job when the automation is triggered.

Paso 3. Observe el orden de las automatizaciones

When building complex pipelines using Update job assignees automation and conditional stages and automations, be aware of the order of automations. Take into consideration that automations are triggered one by one, from first to last. 

Compare las dos imágenes siguientes para comprenderlo mejor. 

• En el ejemplo de la izquierda, se creará una tarea para un miembro del equipo asignado a trabajo en una etapa anterior y, a continuación, trabajo se asignará a otro miembro del equipo.
• En el ejemplo de la derecha, trabajo se asignará en primer lugar a un nuevo miembro del equipo y, a continuación, se creará la tarea para este miembro en concreto.

To change the order of automations, click on any automation inside the stage, hover the mouse over the  Move icon, then drag-n-drop it. 

Consejo

If, during the task template creation, you are uncertain about the specific task assignee, you can leave it blank and then enable the Assign task to job assignee toggle in Crear tarea automation in conjunction with the Update job assignees automation. This way, the task will be assigned to a team member who was assigned to a job after the automation is triggered. Read more on matching task assignee with job assignee .

Cambie trabajo asignatarios al mover o añadir trabajos

Las opciones que elija en la configuración de proyecto son las predeterminadas. Sin embargo, siempre puedes decidir qué miembros del equipo se asignarán o eliminarán al mover tu trabajos manualmente o al añadirlos a la proyecto.

If there is an Update job assignee automation created inside a selected stage you are moving jobs to, it is displayed on a pop-up. You have the following options:

• Si desea que la automatización se active con la configuración predeterminada, déjelo como está
• If you don’t want the automation to be triggered, untick the checkbox
• Si quieres cambiar la configuración de los asignados, añade o elimina los que necesites
• If you want to clear all existing assignees for the job, toggle on Clear existing assignees

Also, you can see assigned team members from the kanban view, as well as add or remove assignees by editing a job card on the spot.

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