The Automatic Role-Based Assignment solution described here will assign or reassign people to the Board and to Tasks by mapping a Precursive OBX Team Role to a User Lookup Relationship in a related record elsewhere in Salesforce.

The configuration is done through Lightning Process Builder in a process that evaluates the relationship between the Board and a related standard or custom object record.

 Board Team Members and their role will be pre-defined from the Account or Opportunity level via custom User Lookup Fields, which may or may not already exist in your Org.

The Process will map the values of those fields to Roles in Precursive OBX and when those values are populated or changed, they sync.

 If the same person is always going to be responsible for all tasks containing a certain role, and there is no one else with that role in the Organization, you can create a similar process that assigns that Salesforce User to all tasks and all boards containing their defined role. This process is less scalable and we only recommend for very small organizations where there is only one person per role.

To allocate people to projects based on their workload or another resource allocation tool, you would need to define how the criteria are evaluated in Salesforce. Additional configuration and considerations may vary, depending on your requirements.

For Salesforce Admins: Automatic Task Assignment/Reassignment Based on a User Lookup

Assign and Reassign people to Precursive OBX Boards and Tasks based on a user lookup field on a related Account, Opportunity or another Salesforce record.

Step 1: Map Custom User Lookup Fields to Precursive OBX Team Roles

Create one or more custom User Lookup field(s) (or identify existing ones) in the source object where your process typically begins. These can be user lookups in an Opportunity, Account or another standard or custom object that relates to Precursive OBX.

The values selected in those lookup fields will be users who should have a role on the related Precursive OBX Board for that record.

In our example below, Onboarding Manager, Account Manager and Implementation Manager are user lookup fields in the Opportunity object. Each of these field values will be automatically matched (with process automation) to their corresponding roles on the related Precursive OBX Board.

We have selected Maggie Manager as the Onboarding Manager, Sally Seller as the Account Manager and Danny Data as the Implementation Manager for that Opportunity record.

Maggie, Sally and Danny will be assigned corresponding team roles on the Precursive OBX Board related to this Opportunity and responsible for the tasks given to each of those roles on the board.

If your source object does not yet have the relevant user lookup fields defined, create a custom user lookup field.

Step 2: Configure Precursive OBX Team Roles

Precursive OBX Team Roles are defined so users can have a role on the Board and be assigned to specific tasks. Team Roles are configured separately and are not related to the Salesforce Role Hierarchy.

The following are Precursive OBX Team Roles that have been configured for a particular organization.

Step 4: Create the Role-Based Assignment Process using Process Builder

In our example process, a Precursive OBX Team Role (“Onboarding Manager”) is mapped to the value populated in the “Onboarding Manager” lookup field in Opportunity records with related Precursive OBX Boards (this works the same way if your process begins elsewhere, such as an Account, Case or a custom object).

When a Precursive OBX Board is created, has the “Onboarding Manager” role (defined in any tasks included in this board) and is related to an Opportunity record, Process Builder will look if there is a value for the Onboarding Manager lookup in Opportunity. If “true”, that user will be added to the Board and to all tasks assigned Onboarding Manager role on the board. If the user is later reassigned at any point in time, the Onboarding Manager tasks on that Board will be automatically reassigned.

1. Go to Setup and enter Process Builder in the Quick Find search bar.

2. Select Process Builder.

3. Click New to create a new process.

4. Name your process and select When a Record Changes for “The Process Starts When”.

5. Click Save.

Next, select the object - where the user lookup field(s) is located - to start the process.

In our example, an Onboarding Manager, an Account Manager and an Implementation Manager will be selected on an Opportunity. When these users are selected, we want to automatically add them to the related Board(s).

6. Select “when a record is created or edited”, then click Save.

In our example, we have 3 roles. We will need 3 criteria nodes and 3 immediate actions.