Tip #18: Assign jobs to users dynamically using Orchestly
Note: The techniques mentioned in this article are Early Access features. If you'd like to try this out, please email our support team at
support@orchestly.com. We'd be delighted to enable our new updates for you!
Organizations run on different strategies. What works for one organization might not necessarily work for the other as the structure and approach varies. Similarly, even if we define a standard workflow for our teams, a few jobs might challenge the complexity of our workflow.
Assigning jobs to the right users is one such common challenge. Some jobs might be straightforward enough to be assigned to an individual user, role, or team. However, others might have complex requirements. To help users handle such complex job assignments, we support dynamic user assignment in Orchestly.
Map assignee using User Dropdown Field
Certain workflows might involve multiple teams or team members. If there are a defined set of users who will perform different steps in the workflow, they can be assigned to transitions right while creating the blueprint. However, if your organization requires users to be assigned only at the instant of job creation, user dropdown fields in layouts can be used.
Create a user dropdown field in your layout to select a user while creating the job. In the associated Blueprint, use
Update
Fields
option in the
After
section of transition to update the
Assignee
with the user selected in the
dropdown
field.
Here,
Reviewer
is a user dropdown field that allows us to map assignee dynamically.
Assign jobs back to the user who performed the previous action
There might be certain transitions that can be executed or performed by more than one user (Learn who can perform a job). In such instances, if there are queries about a transition, we can redirect the job right to the exact user who performed the previous transition rather than identifying the specific user manually.
For example, in a reimbursement process, the reimbursement requests filed by employees can be approved or rejected by anyone from the finance team. Once a request is rejected, if the employee requires clarifications, they can click ‘Request Clarifications’. For the job to be assigned exactly to the finance team member who performed the previous transition,
-
Create a user dropdown field and use
Update Fields
option in the
After
section of
Reject
transition to capture the Action Performer.
-
Now, configure
Update Fields
option in the
After
section of
Request Clarification
transition to set ‘Assignee=user dropdown field’.
Here,
Capture action performer
is the user dropdown field which helps in dynamic user assignment.
Let us know if this feature is helpful for your workflow. Also, do
email our support team if you'd like to try this Early Access feature in your organization.
Visit our help center to get detailed insights into Orchestly. Explore our Tutorials and Short help videos to familiarize individual features and on-board faster.
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Tip #21: Increase user engagement using dynamic email content and attachments in Orchestly
Businesses often send out bulk emails like weekly newsletters, monthly event updates, promotional emails, surveys, beta access emails, product reviews, seasonal greetings, and so on. Even as the gist of these emails remain constant for all recipients, personalizations capture the audience’s attention and help brands connect with them. Orchestly’s email templates allows you to draft and send dynamic emails with personalized content and attachments to internal and external users. Email templatesQntrl's 2023 year in review
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