Overview
This guide explains how Vendors can manage Order Assignments in Built’s Collaborative Ordering platform and how Buyers can view those assignments.
Order Assignment is a scheduling and workload management tool that helps vendor organizations coordinate which team member is responsible for each order. Assignments are optional, they do not affect the ability to accept, fulfill, or submit an order to a Buyer for review.
With this functionality, vendors can:
Assign orders to specific users within their organization.
Update or remove assignments as needed throughout the order lifecycle.
View assigned users directly from the Order Page and Order Grid.
Automatically notify assigned users when they are added or removed from an order.
Buyers can now also see the assigned vendor user on both the unique Order page and the Order Grid for full visibility, without the ability to edit or modify assignments. Learn more here: Viewing Vendor Order Assignments – Buyer
Prerequisites
The vendor organization must have multiple users in its Built tenant.
You must be part of the vendor’s organization account to assign or unassign orders.
Orders must be in one of the following statuses to be eligible for Assignment:
Scheduled
Requested
Accepted
In Progress
Pending Review (Needs Review Buyer Side)
Revisions Requested
Cancellation Requested
Orders in Fulfilled, Declined, or Cancelled statuses are read-only. No new assignments can be made.
Assigning a Unique Order
Each order now includes an Assign component in the header of the unique Order page.
Navigate to the order you wish to assign.
Select Review or View (button name depends on the order’s status).
Locate the Assign Component
Open an order from your Orders tab.
The Assign Component is visible in the order header beside the order number and status.
Add an Assignment
Click Assign to open the popover.
Locate or search for the team member you want to assign.
Select a User
Click the user’s name to assign them to the order.
The popover closes automatically.
The Assign component updates to show the selected user.
A success toast appears confirming the assignment.
The assigned user receives an assignment email notification.
Assigning Orders from the Order Grid
Vendors can also assign orders directly from the Orders Grid without opening each individual order. Assignments made from the grid behave the same way as on the unique Order page.
Locate the Assignee Column
A new Assignee column appears in the Orders Grid across all tabs (Open, Scheduled, and Closed).
This column displays the same Assign component used on the unique Order Page.
Add an Assignment
Click the Assign avatar/link within the Assignee column.
The popover opens, displaying your organization’s user list.
Locate, scroll, or use the search field to locate a user from your organization.
Select a User
Click on the user you want to assign.
The popover closes automatically.
The Assign Component updates to show the selected user.
A success toast appears confirming the assignment.
The assigned user receives an assignment email notification.
Assignee Column Behavior
The Assignee column can be toggled on/off via the Columns control.
The column is included in search, filters, and saved views.
Filters allow you to create custom views for each user (showing all orders assigned to them, even if no current assignments exist yet).
Reassigning or Unassigning a Unique Order
You can update or remove an assignment at any time for eligible orders.
Unassigning a User
Option 1: Hover + Click
Hover over the assigned user’s avatar and click the X icon.
The order returns to an unassigned state.
A success toast confirms the unassignment.
The unassigned user receives an unassignment email notification.
Option 2: Popover
Click the currently assigned user to open the popover.
Select the same user again to unassign.
The order returns to an unassigned state.
A success toast confirms the unassignment.
The unassigned user receives an unassignment email notification.
Reassigning a User
Option 1: Direct Reassignment
Click the currently assigned user to open the popover.
Select a different user from the list.
The popover closes and the new user appears in the header.
A success toast appears confirming the reassignment.
The newly assigned user receives an assignment email notification.
Option 2: Unassign then Assign
Follow either unassign option above.
Reopen the Assign component and select a new user.
Success toast confirms assignment.
The newly assigned user receives an assignment email notification.
Reassigning or Unassigning Orders from the Order Grid
The same unassign and reassign actions are available directly in the Assignee column on the Orders Grid.
Unassigning a User
Option 1: Hover + Click
Hover over the assigned user’s avatar in the Assignee column and click the X icon.
The assignment is removed and the cell reverts to the unassigned state.
A success toast confirms the unassignment.
The unassigned user receives an email notification.
Option 2: Popover
Click the currently assigned user to open the popover.
Click the same user again to unassign.
The cell reverts to unassigned and a success toast confirms.
The user receives an unassignment email notification.
Reassigning a User
Option 1: Direct Reassignment
Click the assigned user in the Assignee column.
Select a different user from the list.
The popover closes automatically and the new assignee appears.
A success toast confirms the update.
The newly assigned user receives an assignment email notification.
Option 2: Unassign and Reassign
Follow one of the unassign steps above.
Reopen the Assign component and select a new user.
Success toast confirms assignment.
The newly assigned user receives an assignment email notification.
Email Notifications
Assignment Emails
When a user is assigned to an order in any of the following statuses, they receive an assignment email notification:
Scheduled
Requested
Accepted
In Progress
Pending Review
Revisions Requested
Cancellation Requested
Unassignment Emails
When a user is unassigned from an order in any of these statuses, they receive an unassignment email notification.
Exceptions
If the assigner assigns the order to themselves, no notification is sent.
If the user unassigns themselves, no notification is sent.
If an order in Cancellation Requested moves to Cancelled, no assignment notifications are sent.
If a Requested order is deleted by the Buyer, no assignment or unassignment notifications are sent.
Terms & Definitions
Term | Definition |
|---|---|
Order Assignment | A tool that allows vendor organizations to assign specific users to orders for scheduling and workload management. |
Assign Component | The clickable avatar or link used to add, remove, or change an assigned user. |
Assignee | The vendor user currently assigned to an order. |
Assignment Email | Notification sent when a user is assigned to an order (except self-assignment). |
Unassignment Email | Notification sent when a user is removed from an order (except self-unassignment). |
Assignee Column | New column in the Vendor Orders Grid showing assigned users for quick overview and bulk management. |
Read-Only Buyer View | The Buyer’s visibility into Vendor assignments; Buyers can view assignees but cannot edit or manage assignments. |