Automatic Assignment on State Change
Let a state assign the right people by itself. An activity template state can carry an assignment rule that runs every time an activity enters that state: specific people, everyone matching a tag combination, or whoever is in a metadata field, resolved at that moment.
Available from Zegeba 4.13.
Before You Start
- Rules are configured on the activity template's states; see Create Activity Template.
- Tag rules need tagged users; see Tag Users and Bulk Edit Tags.
Steps
- Open the activity template and the state you want to automate.
- Tick Change assignment of users when switching to this activity state.
- For each role section, choose an action: Assign, Reassign, Remove or Clear. Bulk edit also offers No Change; a state rule does not.
- Add entries to the section. Three kinds are available:
- People: specific users, picked as usual.
- Dynamic tags: filter by tags, then select the blue Add everyone with {tags} as a rule bar. With two or more tags selected, the All Tags / Any Tag toggle decides whether a person needs every tag or just one of them; it starts on All Tags. The rule stores the tag combination, not the people: it lands as a chip under Dynamic Tags, above Assigned, with nobody listed under it.
- Dynamic metadata: select Meta data and pick a metadata field on the template that holds a list of users. The rule stores the field, not whoever is in it today.
- Save the template. The rule now runs on every state change into that state.
Dynamic means evaluated every time
A dynamic entry is re-checked at the moment the state fires:
- A tag rule with Welder and Region North matches the people who hold both tags right then, so a new hire tagged next month is included automatically. On All Tags, where the toggle starts, both tags are required: London + Welder never matches someone who is only one of the two. Switch it to Any Tag and either tag is enough. The saved chip reads the same either way, so note which one you picked.
- A metadata rule reads the field at that moment, so the rule follows the field. Only fields that hold a list of users can feed assignment.
While the filter is open it shows a live count of who matches today. The saved entry carries no count, because who matches is not knowable until the state fires.
One role per person
A person can hold only one role section at a time. If dynamic rules in several sections match the same person, the first matching section wins and the person is skipped in the rest. This is resolved automatically.
FAQs
Does the rule remove the people who were assigned before?
That depends on the section's action. Assign adds on top of the current assignees, Reassign replaces them, Remove and Clear take people off. Choose per section.
Which metadata fields can a rule use?
Only fields that hold a list of users. An email list cannot feed assignment even though it looks person-shaped, because an address is not an account the system can assign.
Someone qualified for the tag after I saved the rule. Are they included?
Yes. A dynamic entry is resolved every time the state fires, so whoever matches at that moment is assigned, including people tagged after the rule was made.
