How to use element assignment

Collect now allows you to assign specific elements—like documents or forms—to different people on a per-request basis. This feature ensures that the right person is responsible for the right part of a submission, improving clarity and collaboration.

What is element assignment?

Element assignment lets you specify who is responsible for completing or reviewing an element within a request. You can assign an element to:

• A specific user
• A user group
• A contact placeholder (linked to a contact selected when the request is sent)

How to assign an element

Step-by-step:

• In the campaign builder, select the element you want to assign.
• Click Edit, then open the Settings (top right of the element block).

• In the settings menu, click Assignment.

• Choose one of the available assignment types:

Assignment options:

1. Assign to a user

• Select a user who has access to the campaign and the request.
• This is useful when one person consistently handles a certain task (e.g., reviewing contracts).

2. Assign to a user group

• User groups are defined in your account settings.
• A group may include roles like Sales, Customer Success, etc.
• The element will be assigned to all users in the group who have access to the request.

3. Assign to a contact (via placeholder)

• Because actual contacts aren’t selected during campaign setup, use contact placeholders.
• Examples: Main contact (default), IT contact, Accounting contact
• When sending the request, you'll specify which contact fills each placeholder role.
• The assigned contact will then be responsible for that element.

After sending a request

• Assigned contacts or users will see their name next to the element on the portal.
• You can change the assignment later from the request details page.
• This ensures flexibility in case responsibilities shift after a request is sent.

Updated on: 27/06/2025