> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/administration-and-setup/workflow/cards-overview/assignment-user-guide.md). # Document Assignment & User Cards ## Document Assignment & User Cards - Complete Guide **Covers:** 13 assignment and user-related cards *** The cards on this page go in the **Then** group of the Workflow Builder — the actions that run once the When/And conditions match:
Workflow Builder canvas with When, And and Then card groups

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

*** ### 📌 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](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/administration-and-setup/changelog/release.md#-assignment--routing-cards) | [Card Version Database](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/DocFlow/docs/card_version.md) *** ## 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 *** ### 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 ``` *** ### 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) ``` *** ### 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] ``` *** ### 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 ``` *** ### 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 ``` *** ### 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 ``` *** ### 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 ``` *** ### 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 ``` *** ### 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 ``` *** ### 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 ``` *** ### 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 ``` *** ### 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) ``` *** ### 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) ``` *** ## 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 ``` *** ## 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 ``` *** ## 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 *** ## 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 *** ## 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 | *** ## 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 --- # Agent Instructions This documentation is published with GitBook. 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