Best practices: Automate job assignment via account tags
You can configure your pipelines to assign jobs automatically to the appropriate team members. This setup is especially helpful if you or your team members are responsible for specific clients. For example, if you handle high-profile clients while junior accountants manage others, TaxDome automatically assigns jobs based on client tags, ensuring the right jobs go to the right team members.
Before you start: How do conditional automations work
What is conditional logic in pipelines, though? Basically:
If a is true, then b happens.
Inside a pipeline, conditional logic means that if a client account has specific tags (e.g., New client), then specific actions are triggered for that job as it moves through the pipeline. To make conditional logic work, you must create tags to apply to your client accounts.
This way, only a new client will trigger specific automations, and others will skip them.
You can learn our conditional stages and automations in the detailed article or jump to the example below.
Step-by-step pipeline setup for assigning jobs based on tags
To set your pipeline for assigning jobs to dedicated team members based on the client tags, follow these steps:
Step 1. Create tags
Since conditional logic in pipelines is based on tags, create tags for each team member to which you want to assign jobs automatically.
Step 2. Assign tags to existing clients
If you've been using account assignments, you can easily assign tags to your existing clients. If not, skip ahead and assign tags only for new clients.
So, to quickly assign tags to existing clients:
1. Go to Clients > Accounts. Filter the list by Team. For example, if you want to assign tags for Marge, you need to set up a filter like 'Team is Marge Simpson'.
2. Select the Select all checkbox and click Manage tags.
3. Find a relevant tag in the list, select Assign to all in the Actions column next to it, and click Assign tags. This will update all the client tags you need in bulk.
Step 3. Set up the Update job assignees automation
To assign jobs automatically based on the client tags:
1. Go to the pipeline settings. For the stage where you want to assign the job to a dedicated team member, click Add automations and select Update job assignees.
2. In the Add assignee field, add a team member.
3. Click Add conditions and select a tag associated with the team member.
4. Repeat for the other team members.
Once a job enters the stage, the job assignee is automatically updated.
Tip! If you use this automation, add a reminder to review the tag-based assignments to your offboarding instructions so that everything goes smoothly if any team member quits the firm.