Auto-Assignment Rules

You can set up auto-assignment rules in the Inbox and on Boards. This ensures that nothing falls through the cracks.

In this article, you will learn how to:

As a conversation enters the inbox, you can automatically assign the conversations to a user or team. This rule will only apply to shared inboxes.

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Ensure that the person/people that you are assigning the conversations to also have access to the shared inbox.

On the board, you can set up a rule to automatically assign a card as soon as the card is created. This replaces the need to create an automation.

You’ll find Assignment Rules on a board under Advanced Settings. The interactive image above describes each part of the Assignment Rules.

There are five different ways you can assign cards and conversations. Use the table below to reference each type.

Assignment Rule	Description
Manual Assignment	Cards and conversations will enter a board or inbox unassigned. The card or conversations will need to be manually assigned to a user by clicking on the avatar and selecting a Team Member.
Specific User	Select one person who will be assigned all card or conversations for the board, inbox, or in an automation.
Round Robin (All Users)	Using a Round Robin style of assignments, Aptly will assign to a team member from the company pool in turn. For example, one email enters the inbox. It will be assigned to Team Member 1. Another email enters - this email will be assigned to Team Member 2. The assignments will go in turn but will also take into account the number of items in a particular area that are assigned to each team member. If one team member has 10 assigned conversations and another has 2, Round Robin will likely assign to the team member with 2 conversations.
Round Robin (By Team)	Designed exactly as Round Robin (All Users) except you’ll select from a team for assignments.
Specific Field	You can assign a card based on a team contact field. The team member needs to be a user in Aptly. For example, your property managers handle lease renewals. If the Property Manager field is on the card on the Lease renewal board, you can assign the card to the Property Manager for the unit.