This topic walks you through how to build conditional role assignments in Workflow Designer.
Conditional role assignments enable you to define when a user should be notified to perform a particular action throughout the workflow process based on conditions in your workflow. You can add conditional role assignments to Approvers, Signers, Signature Coordinators, and Archivers.
If you use edit the workflow’s information or update fields in a way that causes conditions and conditional assignments to change, the roles automatically reassign to the default user for the workflow. This reassignment is noted in the activity feed.
WonderWeb Inc. builds out three conditions to assign their Approver, all based on contract value:
1. If the contract for a deal is worth more than $2,500, the assignee is Caroline.
2. If the contract for a deal is worth more than $3,500, the assignee is Peter.
3. If the contract for a deal is worth more than $4,500, the assignee is Stephanie.
Add a Conditional Role Assignment
- Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Review or Sign tab.
- Locate the approver or signer that you want to add a conditional role assignment to. Click Add advanced conditions.
- Select the users or groups for the role, and then select a condition or Always for when —.
- In the or when no condition is met field, select the users or groups that you would like to be notified.
- Click the plus sign icon to add another conditional role. The conditions for the role are evaluated sequentially. This means that the first of your conditions that is triggered is the one that determines the role assignment. Refer to the use case above for an example of this.
- Click Save.
When you reach the Review step, approvers are assigned based on conditions set in the workflow configuration. These approvers can be re-assigned to other eligible users who fall in the group(s) that have configured permissions to approve for this approver.
WonderWeb Inc. creates a condition that defines that only members of their Administrator Group can approve an agreement over a certain contract value. During an active workflow, they decide to re-assign the approver. They can only select from users who are also members of that Administrator Group.
- On your Dashboard, click the workflow you want to update.
- In the Approvals section, locate the role you want to reassign. Click the three stacked dots next to it, and then click Edit Assignee.
- Select a new approver from theAssigned to dropdown. Add any instructions you want to provide them with.
- Click Save. The role is reassigned.
Use Persisted Roles
Note: Persisted roles are not available for conditional role assignments.
Persisted Roles allow you to define that a single user should do more than one task, and have that assignment carry throughout the workflow.
Persisted Roles are sequential. You can only use roles created in previous steps.
- You can set up an Approver, and persist that role as a Signer and Archiver.
- You cannot set up an Archiver, and persist that role as an Approver or Signer.
Sally is on the Legal team, and is assigned to act as both the ‘Legal Approver’ and the ‘Archiver’. While the contract is being reviewed, Sally goes on vacation, and reassigns Legal Approver to Peter.
Sally’s responsibilities become Peter’s and that persists through the entire workflow. Peter is now both the Legal Approver and the Archiver.
- In Workflow Designer, select the Review or Sign tab.
- Locate the role you want to make a persisted role.
- From the Users and groups who can sign/review dropdown, select a role. Any assignment changes made to the selected option (Finance Approver) persist to the current role (Company Signer).
- Click Save.