Creating an Assignment Rule

The Assignment Rule entity enables record assignment based on criteria in an associated query.

Example

In the next round of Summer admissions, application records shortlisted in the assignment group and with permanent addresses on the East coast must be assigned to Nick, the admissions coordinator in the Eastern territory.

Each assignment rule record is associated with a number, i.e., its execution order among all assignment rules in the assignment group. Records not assigned in the assignment rule with execution order 1 will pass to the assignment rule with execution order 2, and so on.

Records that remain unassigned after all assignment rules are executed will be assigned to the user set in the parent assignment group's Fall Back User field.

When creating the assignment rule:

1. In the Execution Order field, specify a numeric value that will determine its order of execution.
2. In the Assignment Type field, select one of the following values:
   User

   Records of the base entity will be assigned to the user selected in the User to Assign field if logic in the Query Condition tab is satisfied. The field set in the Assign To Field of the parent assignment group record will be updated with the user selected in the User to Assign field.

   Team

   This option will be displayed only if the value Owner is set in the Assign to Field in the parent Assignment Group record. Records of the base entity will be assigned to the team selected in the Team to Assign field if logic in the Query Condition tab is satisfied.

   Note: To enable users in the assigned team to work with records, administrators must ensure that the required roles are previously assigned to the team.

   Before working with any of the following assignment methods, administrators must be aware of the User List entity and its association with the record assignment framework. For more information, see User Lists.

   Round Robin

   Records of the base entity will be assigned to users in the associated user list record based on a round robin framework.

   When this option is selected, values set in the Round Robin Weight field in the associated user list record will not be considered. Records will be assigned as follows:

   1. Static user list - In the first run of the flow, assignment will begin with the first user in the user list, based on the user's first name in alphabetical order.

      In subsequent runs of the flow, assignment will begin with the user who’s next (in the same alphabetical order) after the user where record assignment ended in the previous run.

   2. Dynamic user list – Based on the sort order defined in the user list:

      1. In the first run of the flow, assignment will begin with the first user in the sort order.
      2. In a subsequent run, it will begin with the user who’s next after the user where assignment ended in the previous run.

         Example

         In the Summer admission season, 17 applications need to be assigned in a static user list that includes users A to E. Assignment will occur as follows:

         A	B	C	D	E
         1	1	1	1	1
         1	1	1	1	1
         1	1	1	1	1
         1	1

         In the next run of the flow, record assignment will begin with user C.

   Weighted Round Robin

   Enables you to assign a weight based on which record assignment will be performed. When this option is selected, only a static user list can be associated. Values set in the Round Robin Weight field will be considered. On saving the assignment rule, users in the selected user list will be displayed in the Weighted Round Robin Assignment grid.

   Assignment will begin with the user who has the maximum weight, and will then progress to the next user in descending order of weight.

   The next scheduled assignment will begin with the user who’s next after the user where record assignment ended in the previous run.

   Example

   In the current run of scheduled assignment, 12 records need to be assigned to users A, B and C in the ratio 1:2:3. Record assignment will happen as follows:

   A	B	C	Description
   1	1	1	Assignment will begin with User C, and will then pass to user B. The last record will be assigned to user A.
   	1	1	Records will be assigned to C and then to B, and records will not be assigned A.
   		1	The record will be assigned to C, and no records will be assigned to B.
   1	1	1	The remaining 6 records will be assigned identically.
   	1	1
   		1

   In Weighted Round Robin assignment

   • If users are added or removed from the associated user list or the assigned weights are changed, the next round of assignment will begin after considering the changes.

   • In subsequent runs of the flow, record assignment will begin with the user who's next in the queue after the user where record assignment ended in the previous run.

   • If weights are not set for all users in the user list or identical weights are set, records will be assigned based on the round robin method.

   Load-based Assignment

   When this option is selected, values set in the Round Robin Weight field in the associated user list record will not be considered. For a static or a dynamic user list that’s set, in the Load Condition area, specify conditions that will retrieve the current load of users in the selected user list.

   Example

   The query retrieves that users A, B and C have the following load of application records with the Review Status as Under Review:

   • A – 1
   • B – 2
   • C – 4

   In the current run of the flow, 10 records need to be assigned among A, B and C. Logic will first attempt to balance the load among all users. Initial assignment will occur as follows:

   	A	B	C
   Current Load	1	2	4
   	1
   Subtotal	2	2	4
   After the first record is assigned, A and B share an equal load.
   	1	1
   	1	1
   Subtotal	4	4	4
   After 4 records are assigned, all users share the same load. The remaining 5 records will be assigned equally as follows:
   	1	1	1
   	1	1

3. In the User List field that's displayed for the Assignment Types Round Robin, Weighted Round Robin and Load-based Assignment, select a user list.
   Static or dynamic user lists can be selected for the Round Robin and Load-based Assignment options; only static user lists can be selected for Weighted Round Robin.
   Additionally, when Weighted Round Robin is selected, user list details along with the weight assigned to each user can be viewed in the Weighted Round Robin Assignment grid.

4. In the Query Condition tab, create a new query to assign records based on logic you want to define. Alternatively, you can use an existing view if it contains the required logic. The steps you need to perform are identical to the steps in the Segment Criteria tab of the Assignment Group record. For more information, see Create Segment Criteria in the Assignment Group.

When record assignment occurs, in the associated assignment history record that's created, the value in the Assignment Method field will be:

• Scheduled - if regular schedule based assignment occurs.

• Trigger - in a trigger-based assignment scenario.