Assigning Members by Matching Criteria
Instead of picking people one by one, you define a set of conditions, a department, a position, a tag and everyone who matches is assigned to the role. Because the rules are evaluated against live member data, the assignment keeps itself current: when someone joins a department, changes position or receives a new tag, their access follows automatically.
What You Can Do With Matching Criteria
- Assign members by Department, Position, Division, Role or Tags.
- Combine several rules into a rule group, and add multiple rule groups for alternative conditions.
- Set the access level and the scope separately for each rule group.
- Rename a rule group and give it a description so colleagues understand what it is for.
- Duplicate or delete a rule group.
- Preview exactly who matches before you save.
How Matching Criteria Works
A rule is made of three parts: an attribute, an operator and a value. For example Department Equals Quality Assurance. All rules inside one rule group have to be met together, so a group is how you narrow a selection down (department and position). Separate rule groups act as alternatives: a member is assigned if they satisfy any one of the groups.
Each rule group ends with its own assignment sentence; As [access level] to [scope], so one group can grant Editor access to the whole activity while another grants Approver access to a specific step.
Criteria are active as soon as they are saved, and stay active until you change them.
Set Up Matching Criteria
- Open the criteria builder
- Open the document or activity.
- Click the + next to the member avatars at the top of the record. The assignment panel opens, listing each access role: Owner, Editor, Approver, Reviewer, Viewer.
- Click the funnel icon on the role you want to configure. The Matching Criteria screen opens. Each role is configured separately.
- Build a rule
- In Rule Group 1, open the When dropdown and choose an attribute: Department, Position, Division, Role or Tags.
- Choose the operator in the second dropdown, then enter or select the value.
- Click Add Rule to add further conditions to the same group.
- Set the access level and scope
- On the As … to … line, choose the access level for the matched members.
- Choose the scope; the entire activity, or a specific section or step.
- Check who matches
- Click Preview matching members to see the members the rules currently resolve to.
- If nothing matches, Playbook shows "No members match the current criteria", adjust the rules and preview again.
- Organise your rule groups
- Use the pencil icon in the rule group header to give it a name and description.
- Use the copy icon to duplicate a group, or the trash icon to remove it.
- Click Add Rule Group to define an alternative set of conditions.
- Save
- Click Save. The criteria take effect immediately.
Beyond Documents and Activities
The same builder appears wherever members are assigned in Playbook, including template defaults, training programs and events, and resources. Rule groups and Preview matching members work identically in each; only the available scope options differ according to the context.