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Assignments and automatic rules

After you have created a task list, it must be assigned to users for the tasks to be created.

Assigning manually​

  1. Open the task list
  2. Go to the Assignments tab
  3. Click Assign to users
  4. Select one or more users and a company
  5. Click Assign

The tasks are created immediately in the selected users’ work lists. They receive a notification about the new assignment.

Removing an assignment​

Under the Assignments tab, click the trash icon next to the assignment you want to remove. Tasks that have already been created remain, but no new ones are generated at the next period.

Automatic rules​

Automatic rules assign the task list to users based on the role they choose during onboarding:

  1. Open the task list
  2. Go to the Rules tab
  3. Click Create rule
  4. Select user type (for example Accountant, Accounting manager, Auditor, Controller)
  5. Optionally select a company (or leave blank for all companies)
  6. Click Create

User types​

User typeDescription
AccountantDaily bookkeeping and reconciliation
Accounting managerManagement of the accounting team
Manager / PartnerOverall responsibility
AuditorAudit and control
ControllerInternal control and reporting

How rules work​

  • New users who choose a matching role get the task list automatically
  • Existing users with the correct role also get the list (retrospectively)
  • Rules apply to the company you select, or all companies if you do not select one

Recurring assignments​

For task lists with recurrence (monthly, quarterly, yearly):

  • The system automatically creates new tasks at the start of each period
  • The previous period’s tasks remain (completed or not)
  • You can see the last generated period under the assignment

Tips​

  • Use automatic rules for standard processes that everyone in a role should do
  • Combine with recurrence for fully automated task distribution
  • Check the Assignments tab regularly to see who is falling behind