Assign a record to one or more people
Each record can have up to 20 assignees, and the first is the primary assignee. Assigning is a separate permission from editing, and a new assignee gets a notification.
Before you start · for managers and agentsThe assign permission on the unit
Before you start · for managers and agents
The assign permission on the unit
- You need: The assign permission on the unit
Steps
1
Open the record, or choose the row in the table.
2
Choose the assignees in Assigned to. Order them so the primary assignee is first.
3
Save.
Every new assignee gets a notification in the app and on their phone.
4
To remove all assignees, leave the list empty.
Why the primary assignee matters
The primary assignee gets the due-date reminders, and is the person the “Owner” filter refers to.
If the primary assignee is removed, the person who has been on the list the longest becomes the primary assignee.
Three conditions for assigning
Condition
What it means
The assign permission in your role
It’s separate from the edit permission
Access to the record
The record must be within your edit level
The assignee is a workspace member
You can’t assign a record to someone outside the workspace
If you assign a record to someone else while your level is “If responsible”, the record may disappear from your list after you save. This is expected.
If something goes wrong
What you see
Why
What to do
“You don’t have permission to change this record’s assignees”
Your role denies the assign permission.
Ask for your role to be changed.
“One of the assignees isn’t a member of the workspace”
The person was removed or didn’t accept the invitation.
The record disappeared after you assigned it
Your level is “If responsible”, and you’re no longer its assignee.
This is expected. See Permissions: Allowed, Team-wide access, If responsible, Denied.
A real example
Basma Clinics
The situation
A patient is followed by a doctor and a receptionist together.
What they did
- They made the doctor the primary assignee, and the receptionist a second assignee.
The result
The doctor gets the appointment reminder, and the receptionist sees the record in her list and follows up on the booking.
A made-up company, to show the idea. The numbers are rounded.
Good to know
Up to 20 assignees per record.
You can’t assign a record without the assign permission, even if you have the edit permission.
To assign in bulk, see Edit, assign or delete several records at once. For automatic distribution, see Lead distribution: how Corteksa decides who gets each new client.
Did this guide solve it?
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