Assigning Steps in Workflows & Runs

Assigning Steps in Workflows

This section explains how to assign steps within a workflow, including assigning to people or roles, bulk assignments, and the role of the run initiator.

Open the step assignment control

  • While editing a workflow, click the icon for step assignment to open a modal where you can set assignments.

Assign to a person or a role

  • In the assignment modal, you can choose to assign a step to an individual person or to a role.

Quick actions

  • Use the quick button to assign a step to yourself.
  • You can also quickly assign to a specialized role called the run initiator, which represents the person who creates the new run.

Bulk assignment in a workflow

  • To change multiple steps at once, select the steps you want to update, then assign them to a person or a role (for example, to the initiator role).

The initiator role

  • The initiator is a specialized role in Manifestly. It represents whoever creates the new run.
  • If someone uses the workflow and creates a new run, that person is assigned to the first four steps in the workflow by default.

Role mapping basics

  • Roles can be mapped to one or more people. For example, a role can be mapped to Allison Jones, so the office manager steps are assigned to her and she receives notifications about those assignments.
  • A role can map to multiple people. When a role has multiple people, only one person can be assigned to a given step at a time.
  • You can assign all three people to a step, but you can also map the role to three people and assign the step to the role.

Running Assignments in a Run

In addition to workflow-level assignments, you can assign steps within a specific run. This section covers creating a run, participant management, and per-run assignments.

Create a run and set initial assignments

  • Give the run a title when you create it.
  • On the run creation screen, you’ll see the role mappings (for example, office manager mapped to Allison, the initiator mapped to you, and the manager mapped to several people).
  • Instead of choosing one person from a list, you can add all the listed people as participants on the run. They can then decide who handles which step.

Per-run assignments

  • When the run is created, you’ll see which people are assigned to which steps. You are the initiator and are assigned to the initiator steps, and Allison is assigned to other steps as defined by the role mappings.
  • Assignments in the run are made to individual people (not to roles) and can be changed. For example, even if you were the initiator, you can reassign initiator steps to another person (e.g., Bill Walton) and that person will receive those steps.
  • You can create or change assignments in both the run and the workflow.

Bulk assignment in a run

  • If you’re making a lot of assignments in a run, use the dedicated page to assign multiple steps. You can select steps on the left and assign them to a chosen person.
  • Example: reassign a set of steps back to yourself.

Filtering by assignment in a run

  • Within a run, you can filter steps by assignment using a select list. Filter by role or by the individual assigned to each step.
  • Filtering by assignments is helpful when a run has many steps.

Managing Roles on the Workflows Page

Roles define who can be assigned to steps. This section explains how to view, edit, and create roles, and how to map them to people.

Manage roles

  • Click the Manage Roles option from the workflows page to see all roles in your account.
  • For any role, you can edit the mappings (e.g., remove Samuel and add Allison).
  • You can change the color and the name of a role.

Creating and updating roles

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