Overview
Assignment Definitions let you replace Mobaro's standard assignment flow with custom workflows — your own states, categories, priorities, deadlines, and rules for who can create, be assigned, and resolve work — each scoped to the User Groups you choose. A definition is built across four tabs: Configuration, States, Categories, and Priorities.
🔑 Managed Availability: Assignment Definitions are available through Managed Availability. Reach out to [email protected] to have it activated for your organization.
Users must be Super Users or have the following Role to manage Assignment Definitions:
Organization: Administrate
Why this matters: A default Open → Started → Finished flow doesn't fit every kind of work. Definitions let a parts request, a winter project, and a simple work order each follow their own real lifecycle — with the right people, states, documentation, priorities, and deadlines — instead of being forced into one shape.
Default vs. custom assignments
A default assignment is limited to Low/High priorities, your organization's Assignment Categories, and the states Created, Started, and Finished. An Assignment Definition lets you customize all of these per definition.
Note: You can switch the built-in default definition off entirely in the Assignment Definitions settings, so every new assignment must use one of your custom definitions.
Creating a definition
Go to Configuration > Assignments and click Create in the Assignment Definitions section. You'll configure it across the four tabs below.
Configuration tab
Controls visibility and access:
User Groups — who the definition is visible to.
Who can create — restrict creation to specific User Groups.
Who can be assigned — limit recipients, and choose whether assignees are Users, User Groups, or both, and whether one or several can be assigned.
Who can resolve — restrict who can move assignments through their states and resolve them, separately from who can be assigned.
States tab
Define the workflow. Each state is one of three types:
Initial — the single starting state; exactly one is required.
Step — optional intermediate states between start and finish.
Final — an end state; you can have more than one (e.g. Completed and Rejected).
Any final state can require documentation — the User must add a note or solution before the assignment can move into that state. Use it where you need a record, like a resolution or a rejection reason.
Note: Example flows — Simple work order: Open (Initial) → Awaiting Approval, In Progress, In Review (Steps) → Finalized, Rejected (Final). Parts request: Request Submitted → Supplier Coordination, Receiving/Inspection, Inventory Update → Part Delegation. Winter work: Preparation → Execution, Safety Check → Completion.
Categories tab
Choose whether the definition uses organization-defined categories, custom categories created here, or both — and whether Users can pick one or multiple.
Note: Organization-defined and custom categories are always separate entities, even with identical names — an org-defined Mechanical and a custom Mechanical never merge in sorting, filtering, or reporting.
Priorities tab
Define the definition's priorities. Each priority has:
Default — exactly one priority must be the default an assignment starts in.
Critical for operation — keeps the Location or Asset Not ready for operation until the assignment is finalized or moved to a non-critical priority.
Deadline delay policy — how the deadline is set for assignments at this priority (see below).
Deadline delay policy
Each priority sets one of two deadline policies:
Default — the deadline defaults to 1 week after the creation time.
Relative — the deadline is delayed relative to the start time, by an amount you choose: Hour(s), Day(s), Week(s), Month(s), End of day, End of next day, End of week, End of month, or End of year.
With a Relative policy you can also fix the time of day the deadline lands on (for example, 8:59 PM) — useful for "due by end of next day at 9 PM" style rules.
Best practice: Match the deadline policy to the priority's urgency — e.g. a high priority delayed by End of day, a routine one by End of week — so deadlines reflect how that work really runs.
Frequently asked questions
Q: How do I get Assignment Definitions?
A: They're available through Managed Availability — contact [email protected] to activate.
Q: Can I force all assignments to use a definition?
A: Yes — disable the default definition in the Assignment Definitions settings, and every new assignment must use a custom one.
Q: What's the difference between "who can be assigned" and "who can resolve"?
A: Assignees are who the work goes to; resolvers are who may move it through states and close it. They're set separately, so you can let a team receive work while only leads resolve it.