Adding Assignees in Workflow

🎯 Objective

Learn in detail how to add new users or teams as assignees in a workflow step. This feature is useful for including other collaborators to support activities such as review, adding information, sending for signature, or approving/rejecting the step.
 

This article contains the following sections:

• What is this feature?
• How does the feature work?
• Frequently Asked Questions
   

💡 What is this feature?

The workflow assigns responsibilities to users and teams for executing a document's steps. The "Add Assignees" feature allows those already responsible for a step to add other people to help with activities. These activities may include editing the document, sending it for review or signature, and approving or rejecting the step.

New assignees are notified via email or Slack, and their tasks are added to the step's activity list. They will have the same approval power as the person who added them, and the approval rule becomes an "OR" between all assignees in the group.
 

🛠️ How does the feature work?

To add a new assignee, the user must:

1. Access the step's responsibility options.
2. Click on Add Assignees.
3. Select the users and teams they wish to include.
4. (Optional) Enter a guidance message.
5. Complete the action.

Important: There are some conditions to be able to add assignees:

• The user adding them must be one of the current step's assignees.
• The document cannot be in external review.
• Users to be added cannot:
  • Have an active temporary responsibility transfer (vacation).
  • Already be responsible for the step.
     

❓ Frequently Asked Questions

1. Who can add new assignees?
   Only users who are already responsible for the ongoing step can add others.
    
2. Can new assignees add more people?
   No. Users who are added or their substitutes (temporary or permanent) cannot add other assignees in the same step.