How do I set up automatic assignment rules?

Overview

This article explains how to configure automatic assignment rules so that tasks are routed to the correct destination without requiring manual selection by the author each time.

Applies to

Administrators, Super Authors

What are automatic assignment rules?

Automatic assignment rules are configuration settings that instruct the Dictalogic platform to automatically route new tasks to a specified secretary, pool, department, transcription service, or AI transcription engine based on predefined criteria. Once rules are in place, authors do not need to make a manual assignment decision each time they submit a dictation; the system handles routing automatically.

Why use automatic assignment rules?

They save time for authors by removing a step from the submission process. They ensure consistency, and tasks are always routed correctly regardless of which author submits them. They reduce the risk of tasks being sent to the wrong person through manual error. They support efficient workload distribution across teams and departments.

Criteria available for rules

Rules can be configured based on one or more of the following: the author who created the dictation, the work type or description applied to the dictation, the department the author belongs to, or a combination of these factors. For example, a rule could specify that all dictations of work type “Clinical Letter” created by authors in the Cardiology department are automatically routed to the Cardiology secretarial pool.

Configuring assignment rules

Log in to the Dictalogic portal with administrator credentials. Navigate to the administration or workflow settings section. Locate the assignment rules configuration. Create a new rule by defining the criteria and the target assignment. Save the rule. It will take effect for all new tasks that match the defined criteria from that point forward.