Update job assignees automatically

When your firm has many employees, the different people maintain the job on different pipeline stages. Reassigning jobs manually is error-prone. Instead, you can have job assignees added and removed automatically at certain stages of the workflow.

Step 1. Define job assignees

Having job assignees helps you see who is responsible for a specific job and also allows you to filter by each assignee. You can set up as many assignees as you want for each job and you can have them all displayed in your job cards as long as you have that option enabled in your pipeline’s settings.

Before adding the automation , you have to decide which team member should be assigned to a job and when they need it. That depends on your team member’s role or responsibilities, since your sales manager/tax preparer/reviewer/etc. could be responsible for a job only during a certain workflow stage. For example, you can have a job assigned to a client manager in the first stage, then to the preparer in the next one, then to the reviewer, and so on.

Step 2. Set up the “Update job assignee” automation

To make sure all your staff is assigned to the job while they are completing their part in it, follow these steps:

1. Go to the pipeline settings , choose the stage to which you would like to add the automation, click on the Add automations link, then choose Update job assignees in the pull-down menu.

2. Choose how to update assignees using the Update by toggle: Team member or Role.

   

   Note

   The Update by toggle only appears if your firm has at least one account role set up. With no account roles, Role appears disabled next to Team member, with a tooltip explaining that roles assign jobs by responsibility. Add account roles to enable this option.

Note

The Automove jobs toggle has no effect on this automation. Update job assignees always runs as soon as the job enters the stage—it doesn’t wait for the client or your team to complete any action.

Update by team member

Select the employees to add or remove as job assignees. Clear existing assignees, Add assignees, and Remove assignees combine as follows:

Update by role

Instead of naming a specific team member, assign the job to whoever currently holds a selected account role for that client. This way, the automation keeps working correctly even after staff change roles.

• Assign to role: Choose one or more account roles. When the automation runs, TaxDome finds everyone who currently holds those roles for the client and assigns the job to them. If someone holds more than one selected role, they’re only added once.
• Clear existing assignees: Same toggle as in Team member mode , off by default.

Note

• Role mode is add-only—removing “whoever holds this role” later could hit the wrong person if the role’s changed hands since. To remove assignees, use Team member mode or toggle on Clear existing assignees.

• Switching between Team member and Role clears the other mode’s setup.

• If nobody currently holds the selected role, no one is added. If Clear existing assignees is toggled on, existing assignees are still removed—the job just ends up with no assignees.

Step 3. Note the order of automations

When building complex pipelines using Update job assignees automation and conditional stages and automations, be aware of the order of automations. Take into consideration that automations are triggered one by one, from first to last. 

Compare the two images below for a better understanding. 

• In the example on the left, a task will be created for a team member assigned to the job on a previous stage and then, the job will be assigned to another team member.
• In the example on the right, the job will be assigned to a new team member first, and then, the task will be created for this specific team member.

To change the order of automations, click on any automation inside the stage, hover the mouse over the  Move icon, then drag-n-drop it. 

Tip

If, during the task template creation, you are uncertain about the specific task assignee, you can leave it blank and then toggle on Assign task to job assignee in Create task automation in conjunction with the Update job assignees automation. This way, the task will be assigned to a team member who was assigned to a job after the automation is triggered. Read more on matching task assignee with job assignee .

Change job assignees when moving or adding jobs

The options you choose in the pipeline settings are the default ones. However, you can always decide which team members will be assigned or removed when moving your jobs manually or adding them to the pipeline.

If there is an Update job assignee automation created inside a selected stage you are moving jobs to, it is displayed on a pop-up. You have the following options:

• If you want the automation to be triggered with the default settings, leave it as is
• If you don’t want the automation to be triggered, untick the checkbox
• If you want to change the settings for the assignees, add or remove the ones you need
• If you want to clear all existing assignees for the job, toggle on Clear existing assignees

Note

If the automation is set to Update by role mode , the pop-up shows role names instead of assigned people. Once confirmed, those roles are resolved and the assignees are updated.

Also, you can see assigned team members from the kanban view, as well as add or remove assignees by editing a job card on the spot.

Use job assignees as senders in communications

Once job assignees are set up and automated, you can use them as senders in your email and message automations. When you select Job assignee as the sender in the Template settings section of Send email or Send message automations, the communication will automatically be sent from the team member assigned to the job.

This is particularly useful when job assignees change at different pipeline stages (e.g., from client manager to preparer to reviewer). Messages and emails will always come from the currently assigned team member, creating a seamless client experience.

Learn more about using job assignees as senders .

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