How to Configure Assignee Rules

Assignee rules determine who receives each step in a workflow. You set them in the flow builder on each Action or Branch node.

Available rule types

Requester
The step is assigned to the person who triggered the flow. Use this for steps the submitter must fill in themselves (e.g. providing additional information).

Manager of requester
The step is assigned to the requester's direct manager (as configured in the Users list). Use this for first-level approvals.

Skip-level manager
The step is assigned to the manager's manager — one level above the requester's direct manager. Use this for escalated or senior approvals.

Department head
The step is assigned to the head of the requester's department. The department head is configured in Departments Management.

Fixed person (email)
The step always goes to one specific person, identified by their email address. Use this for steps that must always go to a specific individual (e.g. the CFO for all finance approvals). If that person is deactivated, the flow will show an error — keep this rule up to date.

Role in department
The step is assigned to a user with a specific role (Admin or Member) within a specific department.

Setting an assignee rule

1. Click an Action or Branch node on the canvas
2. In the right-hand config panel, scroll to the Assignee section
3. Select the rule type from the dropdown
4. Fill in any additional fields (e.g. select a department for "Department head" or "Role in dept")

What if no matching user is found?

If the rule cannot resolve a user (e.g. the department has no head set, or the fixed-email person has been deactivated), the workflow step will error with a descriptive message. Go to Admin → Instances to see the error log, then fix the underlying issue and re-trigger a fresh instance.