{"id":5682,"date":"2023-04-24T08:00:09","date_gmt":"2023-04-24T08:00:09","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/assigning-workflow-runs\/"},"modified":"2025-07-28T11:00:14","modified_gmt":"2025-07-28T11:00:14","slug":"assigning-workflow-runs","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/assigning-workflow-runs\/","title":{"rendered":"Assigning Users to Workflow Runs"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Assigning users or groups to a <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/\">Workflow run<\/a> gives them <\/span><b>ownership<\/b><span style=\"font-weight: 400;\"> and <\/span><b>accountability<\/b><span style=\"font-weight: 400;\"> for the entire process.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Assigning <strong><a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">groups<\/a><\/strong><\/span><span style=\"font-weight: 400;\">\u00a0allows multiple users to be assigned at once.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Users and groups can <\/span><b>track progress and <a href=\"https:\/\/www.process.st\/help\/docs\/checklist-activity-feed\/\">activity<\/a><\/b><span style=\"font-weight: 400;\"> throughout the <\/span>workflow run.<\/li>\n<li><span style=\"font-weight: 400;\">Assigned users receive <\/span><b>email notifications<\/b><span style=\"font-weight: 400;\"> when assigned.<\/span><\/li>\n<\/ul>\n<p><b><i>Users: Only Admins and builders can assign people to Workflow runs.<\/i><\/b><\/p>\n<h2>How to assign a user or group to a Workflow run<\/h2>\n<p>By default, the person who <a href=\"https:\/\/www.process.st\/help\/docs\/running-checklists\/\">runs a Workflow manually<\/a> is assigned to it. You can change the default Workflow run assignee while <a href=\"https:\/\/www.process.st\/help\/docs\/running-workflows\/\">running the Workflow<\/a>.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14906\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/change-workflow-run-assignee.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>To assign a <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">builder<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-free-member\/\">User<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/guests\/\">Guest<\/a>, or <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">group<\/a> to a Workflow run, you need to be viewing an <em>active<\/em> Workflow run, not one that has been archived or completed.<\/p>\n<p>Start in your <a href=\"https:\/\/www.process.st\/help\/docs\/reports\/\">Reports<\/a> area and use the search box to search for your Workflow run by name. Click its name to open it up.<\/p>\n<div style=\"width: 1556px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5682-1\" width=\"1556\" height=\"720\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2023\/02\/assign-wf-user.mp4?_=1\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2023\/02\/assign-wf-user.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2023\/02\/assign-wf-user.mp4<\/a><\/video><\/div>\n<p>&nbsp;<\/p>\n<p>In the right-hand menu, you&#8217;ll be able to see anyone who is already assigned to that Workflow run under &#8220;<strong>Who&#8217;s working on this?<\/strong>&#8221; There may be no user assigned, in which case you can assign someone, as shown above.<\/p>\n<p>To assign another user or group, click &#8220;<strong>Assign users<\/strong>&#8220;.\u00a0You can search or scroll to find the name or email address of the user or group you want to assign. Click that user&#8217;s name or the group&#8217;s name to assign them.<\/p>\n<p>At the point you assign a user or group to a Workflow run, they will receive an <a href=\"https:\/\/www.process.st\/help\/docs\/email-notifications\/\">email notification<\/a> to alert them.<\/p>\n<p>You can also <a href=\"https:\/\/www.process.st\/help\/docs\/invite\/\">invite<\/a> someone to join your organization as a <a href=\"https:\/\/www.process.st\/help\/docs\/guests\/\">Guest<\/a> (and assign them to the Workflow run at the same time) by entering their email address into this field.<\/p>\n<h2>Unassign a user or group from a Workflow run<\/h2>\n<p>To remove (unassign) a user or a group from a Workflow run, click their profile picture (or the group icon) in the right-hand menu, then select &#8220;<strong>Unassign user<\/strong>&#8220;.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10962\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/Unassign-from-workflwo-run.png\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>Reassign from Reports<\/h2>\n<p>If a user has been removed from your organization or is on a long leave, you can reassign their workflow runs to other users in your <strong>Reports dashboard<\/strong>.<\/p>\n<p>To change the workflow run assignee, navigate to a workflow run and hover over the current assignees then click the <strong>Reassign<\/strong> button. Here you can remove the current assignee and add a new one. You can also add more users along with the current one.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15675\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/reassign-wfr.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>In case the workflow run is not assigned to any user, you can assign it to someone from here. You can also assign the workflow run to a group.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15676\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/wfr-reassign-group.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>You can also reassign workflow run tasks in the same manner. Hover over the workflow run assignees of the desired workflow run. Click the <strong>Reassign<\/strong> button and click <strong>Reassign tasks in workflow run<\/strong>.<\/p>\n<p>You will be led to the workflow run where you can reassign users as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15673\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/wfr-reassign-tasks.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>View Workflow run activity<\/h2>\n<p>To see the activity feed for a Workflow run, click &#8220;<strong>Activity<\/strong>&#8221; in the right-hand menu. Scroll down to see all the activity, and (if there has been a lot of activity on this Workflow run) you can load more entries by selecting &#8220;Show older activities&#8221; at the bottom of the page.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14191\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/run-activity.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>View a user&#8217;s activity<\/h2>\n<p>To see the activity feed of an individual user or group, click on their profile picture or group icon in the right-hand menu, then select &#8220;<strong>View user&#8217;s activity<\/strong>&#8220;.<\/p>\n<p>This allows you to see their activity across any Workflows or Workflow runs they are assigned to in your organization.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14192\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/user-activity.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h3>Workflow run assignees or task assignees?<\/h3>\n<p>How you assign your processes depends on the needs of your business and how you manage your Workflows.<\/p>\n<p>If you&#8217;d like someone to have responsibility for completing all the tasks in a Workflow run, assign them to the Workflow run as described above.<\/p>\n<p>If you prefer to have <em>tasks<\/em> assigned to users or groups instead of your whole process, you should consider using <a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\">task assignments<\/a>.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-template\/\">Workflow<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-checklist\/\">Workflow runs<\/a>, and <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">user permissions<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Assigning users or groups to a Workflow run gives them ownership and accountability for the entire process. Assigning groups\u00a0allows multiple users to be assigned at once. Users and groups can track progress and activity throughout the workflow run. Assigned users receive email notifications when assigned. Users: Only Admins and builders can assign people to Workflow [&hellip;]<\/p>\n","protected":false},"author":11,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Workflows","footnotes":""},"ht_kb_category":[168],"ht_kb_tag":[246,247],"class_list":["post-5682","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-run-workflows","ht_kb_tag-assigning","ht_kb_tag-users"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5682","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/11"}],"version-history":[{"count":4,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5682\/revisions"}],"predecessor-version":[{"id":9098,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5682\/revisions\/9098"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5682"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5682"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5682"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}