How do I configure Workflow Assignments?

Workflow Assignment in TerraTrue establishes clear ownership for every workflow in a launch. By automating workflow assignments based on launch events, your team can eliminate ambiguity, reduce manual coordination, and streamline risk reviews across intake, privacy worksheets, assessments, and summary workflows.

Prerequisites & Permissions

• Workflow Assignment Configuration. Requires Workflow Manager permissions to access settings in the workflow.
• Manual Assignment & Re-assignment. Available to any user with edit access to the launch.
• Review Team Membership. To receive reviewer-bound workflow assignments, users must be active members of the designated review team.
• User Status. Users assigned via selected user lists must be active and have Taking Reviews enabled in their user preferences.

How Workflow Assignment Works

When a workflow is configured for automatic assignment, TerraTrue assigns ownership dynamically based on launch lifecycle events:

• Launch Creation. Workflows set to assign to the Launch Creator or a Selected User are evaluated as soon as a launch is created.
• Reviewer Assignment. Workflows tied to an Assigned Reviewer wait in a "Waiting for review assignment" state until a reviewer is designated for that review team. Once set, ownership automatically transfers to that reviewer.
• Automatic Re-assignment. If an assigned reviewer changes mid-stream, open and uncompleted workflows tied to that review team automatically re-assign to the new reviewer. Completed workflows retain their original assignment to preserve historical context.

Workflow Assignment Types

Workflow managers can configure assignment settings per workflow using four distinct modes:

• Not Enabled (Default): The workflow is unassigned. Users can manually assign it on a launch if needed.
• Launch Creator: Automatically assigns the workflow to the user who initiated the launch upon launch creation.
• Assigned Reviewer. Binds the workflow to the individual assigned as the reviewer for a designated review team.
• Selected User: Round-robins assignment across a pre-defined pool of specific individuals or subject matter experts (SMEs). TerraTrue automatically selects the least-recently-assigned active user from the list who is available to take reviews.

Configuring Workflow Assignments

To enable or edit auto-assignment settings for a workflow:

1. Navigate to the workflow library for the target workflow (Data Spec, Privacy Worksheet, Assessment, or Launch Workflow).
2. Open the view workflow page from the Details tab.
3. Locate the Assignment Settings section and select your preferred Assignment Type.
4. Select Target. For Assigned Reviewer, select the target Review Team from the dropdown menu. For Selected User, add one or more users to the assignment pool.

5. Save your workflow changes.

Viewing Workflow Ownership

Once a launch is created, all associated workflows display their current assignment status directly on the Launch Summary page.

Manually Re-assigning Workflows

Users with edit access to a launch can manually re-assign or unassign workflows directly from the Launch Summary page at any time. Manual re-assignment options strictly follow the assignment rules configured for that workflow:

• Launch Creator Workflows. Can be re-assigned to any user in TerraTrue. If the newly assigned user does not have access to the launch, you will be prompted to invite them if you have enough privileges to grant access to the launch.
• Assigned Reviewer Workflows. Can only be re-assigned to another member of that designated review team.
• Selected User Workflows. Can only be re-assigned to another individual within the configured user pool.

To re-assign a workflow on a launch:

1. Navigate to the target Launch Summary page.
2. Locate the workflow card in the launch view.
3. Click on the current assignee or the Unassigned badge.
4. Select a new user from the dropdown list, or choose Unassign.

Note: Manually re-assigning a workflow prevents future automatic re-assignment updates for that workflow, ensuring manual overrides are preserved.

Notifications and Audit Trail

• Notifications. Assignees receive in-app inbox and email notifications when a workflow is assigned or re-assigned to them. Users can manage their notification preferences under their user profile settings.
• Audit Trail. Every manual or automated assignment action is logged in the launch timeline. Timeline entries clearly distinguish between automatic assignments (performed by the system) and manual re-assignments (performed by users).