Sending Email When Assigned User is Changed in Ontraccr Boards
🔄 Sending Email When Assigned User is Changed in Ontraccr Boards
Overview
When the assigned user on a card changes, Ontraccr can automatically send email notifications to both the old assignee and the new one. This ensures a clean handoff and keeps everyone aware of who’s responsible for a card at any given time.
🎯 Why Use This?
Enable this feature to:
- Avoid confusion when ownership of a card changes
- Ensure both incoming and outgoing users are informed
- Improve accountability in handoff workflows
- Log clear transitions in responsibility across departments
🧩 How to Enable Email on Card Assigned User Change
- Open the board and click the ⚙️ Settings icon.
- Navigate to the Details tab.
- Check the box labeled “Send Email on Card Assigned User Change.”
- Click Submit.
✅ Whenever the assigned user(s) are changed on a card, email alerts will be sent out accordingly.
📋 How It Works
- When a user is removed from the assigned users list, they get an email
- When a new user is added, they also get an email
- Both notifications include the card title and reflect the change in ownership
- Applies to manual updates or automated workflows that modify assigned users
✅ Example Use Cases
| Use Case | Why It’s Helpful |
|---|---|
| Estimating → Project Handoff | Estimator is removed, PM is added — both are notified |
| HR Candidate Progress | Recruiter assigns new HR manager to hired candidate |
| Service Dispatch | Coordinator reassigns service task to a different technician |
| Internal Escalation | Tier 1 support passes a card to Tier 2 — both are kept informed |
🧠 Tips & Edge Cases
- If no one is assigned, no notification will be sent
- Works well with task automation where assignment shifts based on status
- Helps reinforce responsibility clarity in fast-moving or high-stakes workflows
- Consider pairing with status change and update alerts for full card tracking