Configure Conditional Owners on a Workflow Phase

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  Estimated Read Time: 3 minutes

Sections in this article:

• What are Conditional Owners?
• Configure Conditional Ownership Rules

For background on workflow owners, see the Workflow Owners Overview.

What are Conditional Owners?

Conditional Owners are used when a phase requires more complex ownership logic, for example, you may need to assign specific approvers based on the contract category. You might assign the IT team to approve contracts categorised as Software Licences, while contracts in the Recruitment category are routed to the HR team instead.

You can define ownership rules with conditions based on form field values. If all conditions are met, the specified owner will be assigned the card when it enters the phase.

Configure Conditional Ownership Rules

1. Click the phase you want to configure ownership for to edit it.
2. Navigate to the Form Access section and select the Conditional radio button next to Card Owners.
   
3. To start creating the conditional rules, click Add New Owners.
4. Select the relevant owner using the radio buttons, then click Save: 

   1. Users - select one or more specific users to own the phase.

   2. Workflow Groups - select one or more workflow groups. These are custom groups of users used across workflow configuration, ideal for when ownership doesn’t align with a team but you want to avoid assigning users individually.

   3. Form Fields - assigns ownership based on a user or workflow group selected in a form field. You can select which form field will determine ownership.

5. Once the Conditional Owner is added, you can add any number of conditions. If those conditions are met when a card enters the phase, the specified owner will be assigned. To do this, click Edit Conditions.

   

6. Click Add, then select the required values from the dropdown lists. For example:

   1. Field = Contract Category
   2. Operator = one of
   3. Data = Training, Recruitment
7. Click Create, then repeat Step 6 if additional conditions are required.

8. If needed, you can add more conditional owners by repeating Steps 3–7. Gatekeeper will evaluate all rules and assign all owners whose conditions are met.