Assignment Templates

Assignment templates standardize the assignment process by providing default roles, priorities, due dates, and auto-assignment rules for common scenarios. They reduce manual work and ensure consistency across similar assignments.

Template components

Each template has three parts:

Basic settings — Name, description, active/inactive status, and whether the template is the default for all assignments.

Default settings — The default role (Executor, Reviewer, Approver, Contributor, or Observer), priority (Low, Medium, High, or Critical), and due days (number of days from assignment creation).

Auto-assignment rules — Optional JSON-based rules for automatically selecting users by department, expertise, role, and workload utilization.

Creating a template

Navigate to templates

Go to the audit instance’s Team tab and click Templates, or navigate to Assurance Reviews → Assignment Templates. Click Create Template.

Fill in basic information

Enter a descriptive name (e.g., “IT Control Template”), description, and set the template as active. Optionally mark it as the default template.

Configure default settings

Set the default role, priority, and due days. For example: default role Executor, default priority Medium, default due days 14.

Configure auto-assignment rules (optional)

If you want automatic user selection, add JSON rules. A simple rule filters by department:


{
  "filters": {
    "department": ["IT"]
  }
}

A more complex rule filters by multiple criteria:


{
  "filters": {
    "department": ["IT", "Security"],
    "expertise": ["Access Control", "Network Security"],
    "role": ["AUDITOR", "SENIOR_AUDITOR"],
    "workload": {
      "maxUtilization": 80
    }
  },
  "preferences": {
    "workload": "lowest",
    "completionRate": "highest",
    "expertiseMatch": true
  }
}

Save the template

Review all settings and click Save Template. The template is now available when creating assignments.

Template examples

Template	Role	Priority	Due Days	Auto-Assign
IT Control	Executor	Medium	14	Department = IT
Financial Control	Executor	High	7	Department = Finance
High-Risk Control	Executor	Critical	3	Senior auditors, max 70% utilization
Review	Reviewer	Medium	5	Auditors and Senior Auditors

Template selection logic

When an assignment is created, the system selects a template in priority order: first a specific match (control type + risk level), then a type match (IT, Financial, etc.), then a risk match (High, Medium, Low), and finally the default template as a fallback.

How templates work with workflows

Workflows handle the sequential steps of assignment (Executor → Reviewer → Approver), while templates provide the default values and auto-assignment rules for each step. When a workflow step creates an assignment, it checks for an applicable template to apply role, priority, due date, and user selection rules. If no template is found, the workflow uses its own step settings with workload-based selection.

For optimal automation, use workflows, templates, and workload management together. Workflows handle sequencing, templates provide defaults, and workload data determines which user gets selected.

Best practices

Create templates for your most common scenarios: IT controls, financial controls, high-risk controls, and review assignments. Use descriptive names that include the control type and risk level. Set realistic due dates based on complexity: 7–14 days for standard controls, 14–21 days for complex controls, 3–7 days for high-risk controls, and 3–5 days for reviews. Start with simple department-based auto-assignment rules and add complexity as needed.