Dynamic assignments in workflows

When configuring workflow assignments, use the Dynamic Assignment options to have your tasks automatically assigned to the specific group users depending on their specified service type and language.

Generic flow

If you specify the service type and language pairs for your members, and you include these users in a group, when you assign this group to a task, you can decide if you want the system to automatically narrow down the assignees to those that have matching service type or matching service type and language pairs. The available options are:
  • Basic - the assignment notification is sent to all users
  • Service type - the assignment notification is sent to all users who have matching service types
  • Service type and language pairs - the assignment notification is sent to all users who have matching service types and languages

For example, let's consider the following scenario.

  1. You create a group called PoliTranslators. The groups includes 3 users which you configured as follows:
    • User1, Service Type = Translation, language pairs = en-us - de-de
    • User2, Service Type = Translation, language pairs = en-us - fr-fr
    • User3, Service Type = Translation, language pairs = en-us - it-it
  2. Next, you configure a workflow where you have a Translation task with en-us as source language, and de-de, fr-fr, it-it as target languages. Under Dynamic Assignment, you select Service type and language pairs. Then you assign the PoliTranslators group to each target language of the Translation task. As a result, the system assigns and sends a notification email to:
    • User1 for the en-us - de-de Translation task
    • User2 for the en-us - fr-fr Translation task
    • User3 for the en-us - it-it Translation task

What happens if you enable Dynamic Assignment (either Service type or Service type and language pairs), but the users in your group do not have service types or languages specified?

In this case, all group users receive an assignment notification.

What happens if you enable Dynamic Assignment (either Service type or Service type and language pairs), but you assign tasks to either groups, or to both individual users and groups?

If the task is assigned to individual users and to a group, the task is assigned to those individual users and to those group users which have an exact matching language pair and service type.

If the task is assigned to a group, the task is assigned to those group users who have an exact matching language pair and service type. If no group user matches the language pair, the matching is made based on service type only. If there is no match, then all group users receive the task.