Assigning a Submission

Where the default assignee comes from

A new Submission’s assignee is the assigned user on the Link the consumer used. Each Link has its own assigned user — if you have one Link for general intake and another for a referral partner, they can have different default assignees.

This means the default isn’t set at the Form level — it’s at the Link level. Two Submissions of the same Form can be assigned to different people if they came in on different Links.

If you want consistent default routing for a Form, assign the same person to every Link on that Form. To distribute leads, assign different people to different Links.

Reassign a Submission

1. 1

   Open the Submission.

2. 2

   Find the assignee dropdown (usually near the top of the detail page).

3. 3

   Pick the new assignee. The change saves immediately.

There’s no confirmation prompt — assignment changes are usually low-stakes.

What happens on reassignment

• The new assignee is recorded on the Submission.
• Notification preferences for the new assignee on this Link’s Form subscribers determine whether they get an email about the assignment (configuration-dependent).
• The previous assignee is no longer the assignee — but if they had notifications enabled before the reassignment, they may still get notified about future activity.

Bulk reassignment

For moving many Submissions to a new assignee at once:

• Use the bulk action from the list view (where supported) — select Submissions, pick the new assignee, apply.
• Or filter the list by current assignee, select all matches, and bulk reassign.

This is useful when a teammate goes on PTO or leaves the team.

What “unassigned” means

A Submission with no assignee is “unassigned.” Common reasons:

• The Link’s assigned user was removed from the agency or had their access revoked.
• The Link was created without an assigned user (rare).
• A previous assignee was removed and no replacement was set.

The Unassigned basic view surfaces these — see Saved Views. Triaging them quickly avoids leads slipping through the cracks.

Common questions

Why is this Submission already assigned to me when I didn’t pick it up? Check which Link it came in on. The Link’s assigned user is the default. If that’s you, every new Submission on that Link comes to you automatically.

Can I unassign a Submission entirely? Yes — pick the empty/unassigned option from the dropdown.

Will my assignee get an email when I reassign to them? Depends on their Form subscribers preference for that Link. If they’re set to receive notifications, yes; if disabled, no.

Is there a “claim” workflow where teammates pick up unassigned Submissions themselves? The standard flow is admin or peer reassignment. There’s no separate claim queue — just filter by Unassigned and assign yourself.