Every submission is assigned to a specific user who is responsible for monitoring its progress. This helps ensure submissions are not overlooked, reduces handling time, and supports a positive researcher experience.
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The default assignee is the person responsible for picking up newly triaged submissions and ensuring they move forward. This can mean reviewing the submission directly or manually reassigning it to a more specialized team member.

The company admin who creates the program is automatically set as the program’s default assignee. Once the program enters the Draft stage, you can change this default assignee at any time by opening the program and navigating to More > Members.

When a group is created, the first company member added to that group is automatically set as the default group assignee. You can update this later by going to Admin > Groups > Members and selecting a different default assignee for the group.
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When a submission leaves the triage stage and moves to Pending, the platform automatically assigns it to ensure proper follow-up. By default, the submission is assigned to the program’s default assignee.

Once a submission has an assignee, it can be reassigned manually to any user with submission access and edit rights. If you are using user groups, the current assignee can add a group to the submission. When a group is added, the submission is automatically reassigned to that group’s default assignee, ensuring ownership is transferred to the most relevant team.

After a submission is archived, it is automatically unassigned since no further follow-up is required at that stage. If the submission is later restored from the Archived state, the user who performs that action is automatically set as the assignee, ensuring clear ownership as the submission becomes active again.

When a user can no longer act as an assignee due to deactivation, removal from a program or group, or a role change to read-only, the platform applies a fallback assignment logic to ensure continuity.

If the user was not the default assignee, any submissions they were responsible for are reassigned to the appropriate default owner. Submissions without a group are reassigned to the program’s default assignee, while submissions linked to a group are reassigned to that group’s default assignee.

If the user was the default assignee for a program or group, the platform automatically selects a new default assignee. In this case, submissions are reassigned to the oldest active program member, which is typically the oldest active Company Admin. The same logic applies at group level, where the oldest active group member becomes responsible.

This approach ensures that submissions always retain a clear owner, even when team structures or responsibilities change.

To keep ownership flexible, submissions can always be reassigned when needed. Company Admins and Program Admins can take ownership of a submission at any moment in its lifecycle, allowing them to step in quickly when attention or escalation is required.

Program Editors, Program Members, and Group Members can start assigning or being assigned to submissions once they have moved past the triage stage, ensuring that follow-up happens at the right moment without disrupting the triage process.