> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowx.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Using allocation rules

> Allocation rules are meant to define when tasks should be auto-assigned to users when they reach a swimlane that has a specific role configured (for example, specific tasks will be assigned for the _front office_ and specific tasks for the _back office_ only).

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/allocation_rules.png)

<Info>
  Tasks will always be allocated depending on the users load (number of tasks) from current/other processes. If there are two or more users with the same number of assigned tasks, the task will be randomly assigned to one of them.
</Info>

## Accessing allocation rules

To access the allocation rules, follow the next steps:

1. Open **FlowX Designer**.
2. From the side menu, under **Task Management**, select the **Allocation rules** entry.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/access_allocation_rules.png)

## Adding process and allocation rules

To add process and allocation rules, follow the next steps:

1. Click **Add process** button, in the top-right corner. More details on how to create/configure a process are [here](../../../../flowx-designer/managing-a-process-flow/creating-a-new-process-definition).

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/adding_process_and_allocation.png)

2. Select a [**process definition**](../../../../building-blocks/process/process-definition) from the drop-down list.

3. Click **Add swimlane allocations button (+)** to add allocations.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/add_swimlane_allocation.png)

<Info>
  **NOTE**! If there are no users with execute rights in the swimlane you want to add (`hasExecute: false`), the following error message will be displayed:
</Info>

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/add_task_allocation_rules.png)

4. **Option 1**: Allocate all users with `execute rights`.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/allocate_execute_rights.png)

5. **Option 2**: Allocate only users you choose from the drop-down list. You can use the search function to filter users by name.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/allocate_execute_rights1.png)

6. Click **Save**.

<Info>
  Users with out-of-office status will be skipped by automatic allocation. More information about out-of-office feature, [here](using-out-of-office-records).
</Info>

## Editing allocation rules

To edit allocation rules, follow the next steps:

1. Click **Edit** button.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/edit_allocation_rules.png)

2. Change the allocation method.

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/change_allocation_method.gif)

3. Click **Save**.

### Viewing allocation rules

The allocation rules list displays all the configured swimlanes grouped by process:

1. **Process** - the process definition name where the swimlanes were configured
2. **Swimlane** - the name of the swimlane
3. **Allocation** - applied allocation rules
4. **Edited at** - the last time when an allocation was edited
5. **Edited by** - the user who edited/created the allocation rules

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/view_allocation_rules.png)

## Exporting/importing process allocation rules

To copy process allocation rules and move them between different environments, you can use the export/import feature.&#x20;

You can export process allocation rules as JSON files directly from the allocation rules list:

![](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/platform-deep-dive/export_import_allocations.gif)


## Related topics

- [FlowX.AI 5.1.11 Release Notes (LTS)](/release-notes/v5.x/v5.1.x-lts/v5.1.11-july-2026.md)
- [FlowX.AI 5.9.3 Release Notes (LTS)](/release-notes/v5.x/v5.9.3-july-2026/v5.9.3-july-2026.md)
- [FlowX.AI 4.7.2 Release Notes](/release-notes/v4.x/v4.7.x-lts/v4.7.2-march-2025/v4.7.2-march-2025.md)
- [FlowX.AI 5.1.0 Release Notes](/release-notes/v5.x/v5.1.x-lts/v5.1.0-october-2025/v5.1.0-october-2025.md)
- [FlowX.AI 5.10.0 Release Notes](/release-notes/v5.x/v5.10.0-july-2026/v5.10.0-july-2026.md)