Short answer: Map a User field on the form as the step's assignee, or open More assignment options to assign from a dataset, a table, user filters or a formula. A single step can't switch between roles, so use conditional steps for that.
Why it happens
- Steps take static assignees (users, groups, user fields) or dynamic ones from More assignment options.
- A formula can choose different users or groups by condition, but one step is always tied to one role setup.
How to fix it
To assign the person picked on the form:
- Open the step and click Add users, groups, and user fields under Assignee(s).
- Search for the User field and select it.
- For several people, turn on Allow multiple users to be selected on the User field. Everyone selected gets the task.
To assign with a formula, open More assignment options > Formula:
- A user from a field:
user(Creative_Lead) - Several people or groups at once:
userandgrouplist("a@example.com", "b@example.com") - The first two people in a multi-user field:
userandgrouplist(Approver.get(1).Email, Approver.get(2).Email) - The selected user's manager:
Approver_Field.Manager - Different approvers by value:
if(Location_Area = "UK", userandgroup("a@example.com"), userandgroup("Group Name")) - A checkbox or multi-select value:
if(Checkbox_Field.has("VALUE"), user("a@example.com"), user("b@example.com"))
Both results of an if() must be the same type. When any branch returns a group, use userandgroup() on every branch, including branches that return one user.
To assign from data:
- Choose Dataset under More assignment options to pick assignees from a dataset.
- Choose Table to use a user column in a form table.
To route to different roles, add conditional steps: send the item to Step X, assigned to Role 1, when one condition is true, and to Step Y, assigned to Role 2, when the other is. Configure both steps the same apart from the role.
See assigning steps and user expressions.
Tip