User Assignment Rules
Go to: Users → User Assignment Rules
Assignment rules automatically choose an owner for supported document types. They control work distribution; the selected users still need the permissions and access required to work on those documents.
Assignment Methods
| Method | Behavior |
|---|---|
| Always | Assigns to the single selected user |
| Round Robin | Rotates through the selected users |
| Load Balancing | Chooses a user using the document type’s supported workload calculation |
Use Always for a fixed owner and Round Robin to distribute work in turn. Use Load Balancing for document types that support its workload calculation.
Create a Rule
- Open User Assignment Rules and start a new rule.
- Enter Name and select Document Type.
- Set Priority if several rules exist for the document type. Lower numeric priorities are considered first.
- Choose Assigning Method.
- Select the assignee in Users. Always accepts one user; the other methods can use several users.
- Review the rule and click Create Assignment Rule.
- Confirm the rule is Active, then check the assignee on a newly created document of that type.
Choose eligible users from the organization. A document type must support an assignee; unsupported document types cannot be used for assignment rules.
Update or Stop a Rule
Open the saved rule, choose Edit, make the required changes, and click Update Assignment Rule. Use the rule’s status action to make it inactive when it should stop participating in automatic assignment.
The active rules for a document type are considered in priority order. Once a rule produces an assignee, later rules are not used for that assignment.
Condition Fields
The form includes Assign Condition and Unassign Condition fields, but the current automatic assignment flow does not evaluate them. Do not rely on these fields to restrict routing by territory, department, or customer group, or to remove an assignee automatically.
Use the supported document type, active status, priority, assigning method, and user selection when configuring the current workflow.
Troubleshooting
| Situation | What to check |
|---|---|
| A document is not assigned as expected | Check the document type, rule status, priority, method, and selected users |
| A rule cannot be saved | Check that the document type supports assignment and the selected users are eligible |
| Always allows only one user | This method uses a fixed assignee; choose Round Robin or Load Balancing for several users |
| A higher-priority rule appears to be ignored | Lower numeric priority values are considered first |
| A selected user cannot open assigned work | Review their roles, individual capabilities, subscription access, and seat |