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Allocation rules automatically assign tasks to users as a token enters a swimlane that has a specific role configured. For example, you can route front-office tasks to one group and back-office tasks to another.

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How allocation works

When a task reaches a swimlane with allocation rules configured, the system:
  1. Identifies candidate users — either all users with execute permissions in that swimlane, or a specific list you define.
  2. Counts each candidate’s currently assigned tasks across all processes.
  3. Assigns the task to the user with the fewest assigned tasks (lowest workload).
  4. If two or more users have the same task count, one is selected randomly.
Allocation is based purely on task count. Task priority does not affect which user receives the task — it is a display and filtering field only.

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Accessing allocation rules

To access the allocation rules, follow the next steps:
  1. Open FlowX Designer.
  2. Go to your Application and from the side menu, under Task Management, select the Allocation rules entry.

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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.
  1. Select a process definition from the drop-down list.
  2. Click Add swimlane allocations button (+) to add allocations.
If there are no users with execute rights in the swimlane you want to add (hasExecute: false), the following error message will be displayed:
  1. Option 1: Allocate all users with execute rights.
  1. Option 2: Allocate only users you choose from the drop-down list. You can use the search function to filter users by name.
  1. Click Save.
Users with out-of-office status will be skipped by automatic allocation. More information about out-of-office feature, here.

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Editing allocation rules

To edit allocation rules, follow the next steps:
  1. Click Edit button.
  1. Change the allocation method.
  1. Click Save.

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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

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Exporting/importing process allocation rules

To copy process allocation rules and move them between different environments, you can use the export/import feature. You can export process allocation rules as JSON files directly from the allocation rules list:

Task Management Overview

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Last modified on April 9, 2026