This article will walk you through how to configure internal role assignments such as: Internal Form Recipients, Approvers, Signature Coordinators, Company Signers, and Archivers. This includes a list of commonly asked questions regarding this functionality as well.
You can configure internal role assignments such as: Internal Form Recipients, Approvers, Signature Coordinators, Company Signers, and Archivers to rotate through users or group assignments automatically. For instructions specific to each role:
- Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click the tab that corresponds to the role you want to configure.
- Select the information relevant to the role you are configuring.
- In the How will the — be assigned? dropdown, select from the following options:
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Assign manually: This option adds a form question to the workflow. During the launch form process, the workflow owner will choose an approver/signer/archiver from the list of potential users you configured in the previous step.
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Rotate assignment automatically: This option automatically rotates through the list of everyone you configured to approve/sign/archive in the previous step.
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Assign to a group’s default user: This option allows you to select a group if you selected one in the previous step. If selected, the workflow’s approvals/signers/archivers will automatically be assigned to the group’s default user.
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Assign to a user: This option allows you to select a user if you selected one in the previous step. If selected, the workflow’s approvals/signers/archivers will automatically be assigned to the user.
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Role Assignments FAQs
| Question | Answer |
|---|---|
| Can this functionality be used with advanced conditions? | Yes! |
| If the assigned user decides to manually reassign to another user, does the assignment order restart? | No, reassignment does not impact the order going forward. |
| Can this functionality also be used for Playbooks/Approvers? | No - currently clause approvers only let you assign a single user. |
| Instead of rotating role assignments, can you make the assignment of roles based on certain criteria in the launch form? For example, Jason works on all MSAs from a certain region. | Yes - this is available today, where you can configure conditions such as “record type = MSA and region = EMEA” and configure the approver role to have Jason be the default user. |
| How does the round robin work with OOO settings? What if someone in the group has their OOO back-up set as someone who is not in the group? | Ironclad skips that OOO user and assigns the next person in the list. When the OOO user comes back, they remain in their order. If everyone assignable is OOO, Ironclad rotates through their OOO designees. If there are none or they are OOO, Ironclad defaults to the original rotating role assignment. |
| Is there a way to weight role assignments to better balance our workload? | Not at this time. All role assignments are rotating. |
| How does the “Rotate Automatically” approval assignment work? Will it just go down the list of users/groups listed in role? |
Ironclad considers all users within the "Who can approve" groups, counting each user once. It then processes them one by one. The order is based on who was last assigned: for an existing workflow configuration, it starts with the least recently approved user. For a new workflow configuration, the order is random. |