You may find that there are certain tasks within your workflow that are always completed by someone with a certain expertise or from a certain department.
There are two ways to designate an expertise:
- A person in your organization can be set as the default “expert” for a task in any workflow by creating a picker field on the record and setting the responsible user as the default value.
- For example: Financial Reviewer may be a field on Accounts and the default value may be set to Suzie Smith. Therefore when the workflow is launched Suzie will be auto-assigned any task whose assignee is Financial Reviewer.
- If the responsible user differs by record, you can still create the picker field on the record, but leave the default value blank. Then include that field to be filled in during the record creation or during an earlier task in the workflow.
- For example: Financial Reviewer may be dependent on the account’s revenue. Anything over $1M goes to Suzie Smith, while anything under is assigned to John Doe.
- While creating the record, or during an early task of the workflow, the record owner can designate who should be the Financial Reviewer for this account based on their revenue. The system will then assign the newly designated Financial Reviewer to all appropriate tasks.
Using either method, as soon as the task is due, this person will be notified that they are assigned. Ensure that you have a field on the record for all possible expertises. This will help streamline your workflow setup.
You can set the default assignee in two places on the task itself. The first is on the Workflow Screen using the ellipses button on the task name.
The second place to set the assignee is within the Task editing screen and clicking the options gear button in the upper right hand corner.
In the slide out, you can select a person in your organization using the “Assignee” field. This person will always be auto-assigned when this task is ready in the workflow.