Setting Up Task Roles

Task Roles define who is responsible for specific work — without hardcoding individual names into your Playbooks. Instead of tying a task to a specific person, you assign it to a role like Implementation Manager or CSM. When a project is created, OnRamp assigns the task to the correct user who fulfills that role automatically.

This keeps Playbooks reusable and consistent across every project, and makes automated project creation work cleanly — tasks route themselves.

Task Roles allow you to assign tasks to internal team members, customer users, and CRM-driven owners. They're especially powerful when paired with Workflows that create projects automatically.

Why Task Roles Matter

Without Task Roles, Playbooks would be tied to specific individuals, automation would require manual reassignment, and scaling across teams would create friction. With Task Roles, projects route automatically, Playbooks stay reusable, and assignments stay dynamic.

Step 1: Create Task Roles

1. Go to Settings.

2. Navigate to Task Roles.

3. Click Create Role.

4. Enter the role name (e.g., Implementation Manager, CSM, Technical Lead, Customer Admin).

5. Save.

Role names should reflect functional responsibility — not a person's name. Keep your role list lean; 5–10 clear, job-function names makes mapping simple.

Step 2: Assign Role Restrictions to Tasks in a Playbook

1. Go to Library › Playbooks and open your Playbook.

2. Edit a task.

3. Assign a Role Restriction to that task.

This tells OnRamp: only a user assigned to this role should complete this task. You are restricting the task to a role, not assigning a specific person yet.

How Task Roles Resolve During Project Creation

Task Roles are resolved when a project is created and users are added, in two main ways:

1. Through Workflow Internal User Mapping

In your Workflow, you can dynamically assign Project Owners, add Internal Users, and map CRM-based fields (e.g., Opportunity Owner → OnRamp User). When the project is created, users added through the Workflow fulfill matching Task Roles automatically.

Example: Task Role = Implementation Manager. Workflow maps CRM Implementation Manager → Jane Smith. Result: all tasks with that Role Restriction are assigned to Jane automatically.

2. Through Customer User Assignment

Workflows can also add Customer Users via CRM lookup fields or related records. If a task has a Role Restriction like Customer Admin, OnRamp assigns it to the matching customer user added to the project — ensuring the correct stakeholder receives the correct task without manual reassignment.

What Happens If a Role Isn't Resolved?

If a Task Role exists but no user fulfills it at project creation, the task will remain unassigned. This isn't an error — it simply means the role wasn't fulfilled. Always ensure your Workflow user mapping aligns with your Task Roles.

How Task Roles Fit into Automation

The full routing chain: CRM Owner → Workflow User Mapping → Project Member → Task Role → Task Assignment. When structured properly, tasks assign themselves.

Best Practices

• Use role-based names, not individuals

• Keep roles functional and consistent

• Align Task Role names with CRM ownership fields when possible

• Avoid creating unnecessary roles

• Ensure Workflows assign users that fulfill each role