Document Assignment & User Cards

Document Assignment & User Cards - Complete Guide

Covers: 13 assignment and user-related cards

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The cards on this page go in the Then group of the Workflow Builder — the actions that run once the When/And conditions match:

Assignment and user cards are added to the Then group via Add Card.

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📌 Version Information

Multi-Version Cards: DOC_USER_ASSIGN (v2 latest, v3 deprecated), DOC_GROUP_ASSIGN (v2 latest, v3 deprecated), OC_ASSIGN_DOC (v2)

Important: v3 versions added decision tree support but are now deprecated Recommendation: Use v2 for both DOC_USER_ASSIGN and DOC_GROUP_ASSIGN

📖 Complete Version History | Card Version Database

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Basic Document Assignment

Card: DOC_USER_ASSIGN / Assign Document to User

Purpose

Assigns document to a specific person for their action

When to Use

• Document needs specific person's review

• Handoff to individual team member

• Accountability tracking

• Assign work to named person

How It Works

Document is "assigned to" = John Smith
Only John can see it as assigned to him
John is responsible for this document

Example

Invoice arrives
    ↓
Assign Document to: John Smith (Finance Manager)
    ↓
Only John sees "Assigned to Me"
John must take action on it

Parameters

User: [Select which person]

Note

Assigning means:

• Document shows as "assigned to me" for that person

• That person is responsible

• Others can still see document (but not as assigned to them)

• One assignment at a time per document

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Card: DOC_GROUP_ASSIGN / Assign Document to Group

Purpose

Assigns document to a group (all members see it as assigned to them)

When to Use

• Document for team, not individual

• Multiple people can handle

• Shared responsibility

• Team workload distribution

How It Works

Document is "assigned to" = Finance Team (10 people)
All 10 team members see "Assigned to My Group"
Any team member can take action

Example

New vendor invoice
    ↓
Assign Document to: Procurement Team
    ↓
All procurement team members see it
First available person handles it

Parameters

Group: [Select which group]

Difference

Individual Assignment:
- One person responsible
- That person sees "Assigned to Me"
- Others don't see assignment

Group Assignment:
- Team responsible
- All members see "Assigned to My Group"
- Anyone can claim/process

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Card: ACTION_ASSIGN_DOC_BASED_ON_DECISION_TABLE

Purpose

Assigns document based on decision table logic

When to Use

• Different suppliers need different handlers

• Assignment based on amount

• Complex routing logic

• Multiple conditions for assignment

How It Works

Decision Table Logic:
  If Supplier = "ABC Corp" → Assign to: Procurement Team
  If Supplier = "XYZ Inc" → Assign to: Direct Manager
  If Amount > €10000 → Assign to: Finance Director

Document arrives
    ↓
Check: Which condition matches?
    ↓
Assign accordingly

Example: Amount-Based Assignment

Invoice: €2000 from ABC Corp

Decision Table checks:
  Is amount > €10000? NO
  Is amount > €5000? NO
  Is amount > €1000? YES

Result: Assign to: Finance Manager

Example: Supplier-Based Assignment

Invoice from: Preferred Supplier

Decision Table:
  If preferred supplier → Finance Team
  If new supplier → Procurement Manager
  If blacklisted → Director Review

Result: Assign to: Finance Team

Parameters

Decision Table: [Select decision table]
(Decision table contains assignment logic)

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Card: ACTION_ASSIGN_DOC_DECISION_TABLE_SEQUENTIAL

Purpose

Assigns document sequentially based on decision table with priorities

When to Use

• Multiple sequential approvals

• Different people at different levels

• Approval chain based on amount

• Escalation path

How It Works

First Decision: Who approves first?
    ↓
Assign to: Person 1
    ↓
Person 1 approves
    ↓
Second Decision: Who approves next?
    ↓
Assign to: Person 2
    ↓
Person 2 approves (final)
    ↓
Document Complete

Priority System

Priority 1: First assignment
Priority 2: Second assignment
Priority 3: Third assignment
(etc.)

Each must complete before next begins

Example: Multi-Level Approval

Invoice: €50,000

Decision Table:
  €1k-€5k → Assign to: Finance Manager (Priority 1)
  €5k-€20k → Then: Assign to: Finance Director (Priority 2)
  €20k+ → Then: Assign to: CFO (Priority 3)

Invoice Flow:
1. Finance Manager reviews → approves
2. Finance Director reviews → approves
3. CFO reviews → approves final

Each step depends on previous completion

Parameters

Decision Table: [Select]
Priority Order: [Determined by decision table]

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Card: ACTION_ASSIGN_DOC_TO_USER_SEQUENTIAL

Purpose

Assigns document to user with sequential priority

When to Use

• Document needs specific person

• Clear sequential processing

• Single assignment with order

How It Works

Assign Document to: User A (Priority 1)
    ↓
User A processes
    ↓
Then: Assign to User B (Priority 2)
    ↓
User B processes

Example

Invoice processing:
1. Assign to: Accounts Payable Clerk
2. Then: Assign to: Finance Manager
3. Then: Assign to: Director

Each person has their turn

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Card: ACTION_ASSIGN_DOC_TO_GROUP_SEQUENTIAL

Purpose

Assigns document sequentially to groups

When to Use

• Multiple group approvals

• Different departments at each stage

• Team-based sequential processing

How It Works

Step 1: Assign to Group A (Quality Team)
        Quality verifies
    ↓
Step 2: Assign to Group B (Finance Team)
        Finance reviews
    ↓
Step 3: Assign to Group C (Procurement)
        Procurement approves

Example

New Supplier Onboarding:

Step 1: Quality Team
  - Evaluate supplier capability
  - Check certifications

Step 2: Finance Team
  - Check payment terms
  - Verify pricing

Step 3: Procurement Team
  - Approve supplier
  - Set up in system

Document passes through all three

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Card: ACTION_ASSIGN_DOC_TO_FACILITY_GROUP

Purpose

Assigns document to specific facility group

When to Use

• Document for specific warehouse/facility

• Facility-based operations

• Location-specific processing

Example

Shipment notification

Assign to: Berlin Warehouse Team
    ↓
Berlin warehouse processes shipment
    ↓
Or

Assign to: Munich Warehouse Team
    ↓
Munich warehouse processes shipment

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Card: ACTION_ASSIGN_DOC_TO_FACILITY_GROUP_SEQUENTIAL

Purpose

Assigns sequentially across facilities

When to Use

• Multi-location processing

• Shipment passes through facilities

• Location-based workflow

Example

Manufacturing Order:

Step 1: Factory A (Manufacturing) - Build product
Step 2: Quality Center (Testing) - Test product
Step 3: Distribution Center (Packing) - Package
Step 4: Warehouse (Storage) - Store

Document/shipment passes through each

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Card: ACTION_ASSIGN_DOC_TO_PROCUREMENT_GROUP

Purpose

Assigns document to procurement department

When to Use

• Procurement team handling

• Supplier-related work

• Purchase order related

Example

Vendor evaluation document
    ↓
Assign to: Procurement Group
    ↓
Procurement team evaluates vendor

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Card: ACTION_ASSIGN_DOC_TO_PROCUREMENT_GROUP_SEQUENTIAL

Purpose

Sequential assignment within procurement

When to Use

• Multi-step procurement process

• Approval chain in procurement

Example

Purchase Requisition:

Step 1: Buyer (Creates PO)
Step 2: Approver (Reviews)
Step 3: Director (Final sign-off)

Each step in sequence

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Card: ACTION_CHANGE_DOC_SUBORG / Change Document Sub-Organization

Purpose

Assigns document to different sub-organization

When to Use

• Wrong organization selected

• Need to move to correct department

• Organizational restructuring

How It Works

Current Sub-Org: Finance Department
    ↓
Change to: Accounting Department
    ↓
Document now belongs to Accounting

Example

Document for: Berlin Office
    ↓
Realize should be: Munich Office
    ↓
Change Sub-Organization to: Munich Office

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Card: ACTION_CHANGE_DOC_SUBORG_BY_FIELD_TEXT

Purpose

Changes sub-organization based on document field value

When to Use

• Sub-organization stored in field

• Match document location with field

• Automatic org assignment

How It Works

Document Field: "Delivery_Location" = "Berlin"
    ↓
Decision Table:
  If location = "Berlin" → Assign to: Berlin Sub-Org
  If location = "Munich" → Assign to: Munich Sub-Org

    ↓
Document assigned to: Berlin Sub-Org

Example

Invoice field: "Cost Center: CC-Berlin-001"
    ↓
System recognizes: Berlin location
    ↓
Change document to: Berlin Sub-Organization

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Card: ACTION_ASSIGN_USER_FROM_FIELD_WITH_FALLBACK

Purpose

Assigns document to user from field, with fallback if user not found

When to Use

• User name stored in document field

• May not exist in system

• Need backup if user unavailable

How It Works

Document Field: "Approver: John Smith"
    ↓
Try to assign to: John Smith
    ↓
If John doesn't exist:
    ↓
Use Fallback: Sarah Johnson (Manager)
    ↓
Document assigned to: Sarah Johnson

Parameters

Source Field: [Field containing user name]
Fallback User: [If source user not found]

Example

Invoice has field: "Contact Person: Mike Johnson"

Try to assign to: Mike Johnson
    ↓
If Mike not in system:
    ↓
Fallback to: Finance Manager (Robert)

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Card: ACTION_ASSIGN_USER_TO_SUPPLIER

Purpose

Assigns document to user who manages that supplier

When to Use

• User linked to supplier

• Supplier account manager

• Supplier relationship owner

How It Works

Document Supplier: ABC Corp
    ↓
System checks: Who manages ABC Corp?
    ↓
Assign to: John Smith (ABC Corp Account Manager)

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Assignment Decision Trees

Decision Table Example 1: Amount-Based

Amount ≤ €1000
  → Assign to: Finance Team

Amount €1000-€5000
  → Assign to: Finance Manager

Amount €5000-€20000
  → Assign to: Finance Director

Amount > €20000
  → Assign to: CFO

Decision Table Example 2: Supplier-Based

Supplier Type = "Preferred"
  → Assign to: Account Manager

Supplier Type = "New"
  → Assign to: Procurement Manager

Supplier Type = "Problem"
  → Assign to: Procurement Director

Decision Table Example 3: Document Type-Based

Document Type = "Invoice"
  → Assign to: Accounts Payable Team

Document Type = "Credit Memo"
  → Assign to: Finance Manager

Document Type = "PO"
  → Assign to: Procurement Team

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Assignment Workflow Examples

Example 1: Simple Routing

Document Arrives
    ↓
Check: Supplier = "ABC Corp"? YES
    ↓
Assign to: John Smith
(John handles ABC Corp)
    ↓
John reviews and approves

Example 2: Sequential Approval

Document Arrives
    ↓
Assign to: Finance Manager (Step 1)
    ↓
Manager reviews
    ↓
Passes to: Finance Director (Step 2)
    ↓
Director reviews
    ↓
Passes to: CFO (Step 3)
    ↓
CFO approves final

Example 3: Amount-Based Routing

Invoice: €50,000
    ↓
Decision Table: Amount > €20k?
    ↓
YES → Assign to: CFO
    ↓
CFO approves directly

Example 4: Facility-Based

Shipment for: Berlin Office
    ↓
Assign to: Berlin Warehouse Team
    ↓
Then assign to: Berlin Distribution Team
    ↓
Both teams process in sequence

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Assignment Best Practices

✅ Do:

• Keep decision tables simple

• Test routing logic with samples

• Ensure all paths lead somewhere

• Have fallback for missing users

• Document routing decisions

❌ Don't:

• Create circular assignments (A→B→A)

• Assign to non-existent users (without fallback)

• Make routing too complex

• Forget to test routing

• Assign to unavailable people

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Troubleshooting Assignment

"Document not assigned"

Cause: Condition not met or user doesn't exist

Solution:

• Check condition is true

• Verify user exists in system

• Check fallback settings

• Review decision table logic

"Wrong person assigned"

Cause: Decision table or routing logic incorrect

Solution:

• Test decision table

• Check conditions

• Verify user mapping

• Review field values

"Assignment seems to skip someone"

Cause: Sequential order incorrect

Solution:

• Check priority numbers

• Verify sequence is correct

• Test with sample

• Review decision table ordering

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Assignment Cards Comparison

Card	Assigns To	Route Type	Use Case
DOC_USER_ASSIGN	Individual	Direct	Simple assignment
DOC_GROUP_ASSIGN	Group	Direct	Team assignment
ACTION_ASSIGN_DOC_BASED_ON_DECISION_TABLE	Decision Result	Conditional	Complex routing
ACTION_ASSIGN_DOC_DECISION_TABLE_SEQUENTIAL	Multiple (Sequential)	Conditional	Approval chain
ACTION_ASSIGN_DOC_TO_USER_SEQUENTIAL	User (Sequential)	Ordered	Sequential user steps
ACTION_ASSIGN_DOC_TO_GROUP_SEQUENTIAL	Groups (Sequential)	Ordered	Sequential group steps
ACTION_ASSIGN_DOC_TO_FACILITY_GROUP	Facility Group	Direct	Facility-specific
ACTION_ASSIGN_DOC_TO_FACILITY_GROUP_SEQUENTIAL	Facilities (Sequential)	Ordered	Multi-facility
ACTION_ASSIGN_DOC_TO_PROCUREMENT_GROUP	Procurement	Direct	Procurement workflow
ACTION_ASSIGN_DOC_TO_PROCUREMENT_GROUP_SEQUENTIAL	Procurement (Sequential)	Ordered	Procurement approval chain
ACTION_CHANGE_DOC_SUBORG	Sub-Organization	Direct	Department change
ACTION_CHANGE_DOC_SUBORG_BY_FIELD_TEXT	Sub-Org by Field	Conditional	Field-based assignment
ACTION_ASSIGN_USER_FROM_FIELD_WITH_FALLBACK	Field/Fallback	Conditional	Dynamic user assignment

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Related Cards

• ACTION_CREATE_TASK_FOR_USER - Assign task to same person

• ACTION_SEND_EMAIL - Notify assigned person

• CONDITION_USER_IS_ISNOT - Check if correct person assigned

• CONDITION_GROUP_IS_ISNOT - Check if correct group assigned