Dynamic member assignment from kick-off forms

This example shows how to automatically assign tasks to specific team members based on selections made in the kick-off form. This is useful when the person launching the process needs to delegate work to different team members depending on the situation.

What is the use case for this automation?

Consider these scenarios:

• A project coordinator launches a client onboarding process and selects which account manager should handle the client
• A manager initiates a new hire process and chooses which HR specialist should guide the onboarding
• A requester starts a purchase approval process and nominates an assistant to help gather documentation

The key is that task assignment isn’t fixed in the template - it’s decided when the process launches.

How do I set up dynamic member assignment?

1. Add assignee picker fields to your kick-off form

   Edit your template’s kick-off form and add Assignee Picker fields for each role you want to assign dynamically. For example:

   • “Select primary agent”
   • “Choose project assistant (optional)”
   • “Assign technical reviewer”

   Label these fields clearly so the person launching knows who they’re selecting for each role.

2. Create automation rules for each assignment

   For each assignee picker field, create an automation rule:

   Example 1: Assign primary agent to multiple steps

   IF (Primary Agent field) is not empty
   THEN Replace assignee(s) for steps 1, 2, and 3 with (Primary Agent field)

   Example 2: Conditionally assign assistant to specific tasks

   IF (Project Assistant field) is not empty
   THEN Add assignee (Project Assistant field) to steps 4 through 10

3. Consider using groups for fallback assignments

   If someone might not be selected, ensure tasks still get assigned:

   IF (Technical Reviewer field) is empty
   THEN Assign "Technical Review Team" group to step "Technical Review"

Advanced patterns

Combining member selection with other conditions

You can create more sophisticated rules by combining the assignee picker with other conditions:

IF (Priority field) is "Urgent"
AND (Senior Manager field) is not empty
THEN Replace assignee(s) for "Final Approval" with (Senior Manager field)

Multiple assignee pickers working together

Sometimes you need different people for different parts of the process:

• Initial stages: Assigned to member selected in “Project Lead” field
• Middle stages: Assigned to member selected in “Technical Expert” field
• Final stages: Assigned to member selected in “Quality Reviewer” field

Each assignee picker field can control different sets of tasks, creating a fully customized workflow based on kick-off selections.

Best practices

• Make assignee picker fields required if tasks won’t function without specific assignments
• Use clear, descriptive labels so launchers know which role they’re selecting
• Consider adding help text to explain each person’s responsibilities
• Test your automations to ensure tasks get assigned correctly

Related concepts

• Assignee picker form field
• Assignment actions
• Understanding assignment types

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