Company-level workflow admins can now auto-assign project roles directly to workflow steps. This streamlines workflow setup by reducing manual effort, ensures automatic synchronization with the latest team structure, and guarantees team members assigned to specific project roles are always included at the correct workflow step. Here are some questions that are frequently asked.
Roles existing prior to this feature (previously free-typed into the Company Level Workflow) are now referred to as “custom roles”. To continue using these, follow your typical step-assignment process.
However, to enable automatic assignment—where workflow step assignees are directly tied to the individuals assigned via Project Roles in the Project Directory—select the desired role from the Project Roles drop-down menu when configuring your Workflow Template at the company level.
When using auto-assigned Project Roles, any new steps added to a company-level workflow automatically includes the correct assignees at the project level without manual intervention. This ensures workflows stay consistently configured and do not break or stall due to missing assignees.
If you're still using custom roles (free-typed labels such as "Architect" or "PM"), manual updates to each project's workflow will be required every time a step is added or modified.
Depending on the stage of the workflow, the following scenarios may occur:
The workflow becomes blocked.
The project's workflow preset is marked as unconfigured.
The affected step becomes overdue, triggering a notification to the Workflow Manager.
Project Presets using the deleted Project Role will become unconfigured. Any in-flight workflows currently assigned to the deleted role will display Assignment Required: Assign a user or role error message. Additionally, the step will become overdue, and the Workflow Manager will be notified.
Both the project-level workflow template and any workflow steps currently in-flight (but not yet answered) will automatically update to reflect this change.
Future projects using this template will reflect the updated assignment. Existing project templates will also update, including workflow steps that are in-flight but have not yet occurred.
However, if a workflow step is already assigned (for example, to Architect) and currently in-flight, the existing step assignment will remain unchanged. You must manually update the assignee for that step if needed.
See Add Assignees section in Create a Workflow Template.
The current workflow step will automatically update to reflect the newly assigned individuals in the Project Role.
No, the newly assigned user will not be notified immediately. Notifications occur once the specific workflow step is actively assigned to the user.