How to create default Pursuit Type Assignments

Pursuit Types act as templates or presets for creating new pursuits. For each Pursuit Type, you can define key details such as the designated storage location for related documents, the permissions for who can create Pursuits of this type, and the preferred methods for tracking and reporting on each type of Pursuit. 

You can also configure a default set of Pursuit Assignments for each Pursuit Type, that will automatically be triggered upon creation of each new Pursuit. This is great for repeatable processes and saves users creating Pursuits from having to manually create the same Assignments each time. A default Assignment can also run a QPilot Agent, so the work starts the moment a Pursuit reaches the right stage. This is what we'll cover in this article. 

• How to create a default Pursuit Type Assignment
• How to create a Default Pursuit Assignment with a QPilot Agent
• How to reorder default Pursuit Type Assignments
• How to change the Assignee on an existing Assignment
• Change Assignment Notifications

How to create a Default Pursuit Assignment

To do this, since Default Pursuit Assignments are configured at the Pursuit Type level, you will need to have the Pursuit Type configuration screen open. 

• For an existing Pursuit Type, go to Manage > Pursuit Types and then click on the gear icon and 'Edit'.  
• For a new Pursuit Type, please see the article on How to create a Pursuit Type. 

From the Pursuit Type configuration screen, go to the Assignments tab and then click on 'Create':

In the ‘Create assignment’ window that pops up next on your screen, fill in the assignment details as explained below:

1. Assignees: The Assignee will be set to the Pursuit owner. You can select one or more Default Pursuit Members who should be assigned to this Default Pursuit Assignment when it is created. Users and users belonging to Default Pursuit Member groups are available for selection. Multiple assignees can be selected if the assignment should be assigned to more than one person.
2. Name: Give your Assignment a name, or you can leave the name field blank and QorusDocs will auto-generate a name for you.
3. Add Agent: This is where you can add an AI helper to the assignment, see How to create a Default Pursuit Assignment with a QPilot Agent below
4. User Instruction: Leave a set of instructions to guide the user who will need to complete the Assignment so they know what is expected.
5. Due in (business days): You can also specify in how many business days the Assignment is due. The due date is calculated as from the created date of the Pursuit. For same-day assignment, the field is to be set to 0.
6. Created on: Lastly, default Assignments can be triggered based on the Pursuit status. When the Pursuit reaches the status that you have selected in the 'Created on' dropdown menu, QorusDocs will automatically create the Pursuit Assignment - enabling you to provision a default set of Assignments based on the progression of the Pursuit through the various stages of your Pursuit process. In addition, you can specify whether the Assignment should be created only once (check the box for 'Create only once'), the first time the Pursuit reaches this status, or if the Assignment should be created every time the Pursuit reaches the status specified in the 'Created on' field (uncheck the box for 'Create only once'). You can learn more about configuring custom Pursuit Statuses here. 
7. Click 'Create'.

How to create a Default Pursuit Assignment with a QPilot Agent

A default Assignment can also have a QPilot Agent do its work. Create the Assignment exactly as above, and in the ‘Create assignment’ window:

1. Click ‘Add Agent’ and pick the agent that should do the work: Answer, Credentials, Pursuit, Skills, or Web Research. Click the ‘x’ to remove the agent again.
2. Enter the agent’s prompt in the agent instructions box that appears. The User Instruction field still guides the person: for an agent Assignment, it is a good place to tell the assignee what to check in the agent’s output.

Two additional options appear for Assignments with an agent:

• Auto Complete: The Assignment is marked as done automatically when the agent completes its work, so the assignee does not have to click ‘Mark done’.
• Start manually: The agent waits for a person to start the Assignment, instead of running as soon as the Pursuit reaches the ‘Created on’ status. Use this when several Assignments trigger on the same status and you want this agent to run after the other agent work finishes, while keeping the Assignment in the same stage.

When a Pursuit reaches the Assignment’s ‘Created on’ status, the Assignment is created and the agent runs the prompt, with the assignee there to review the result. Not every Assignment should have an agent: leave it off where a person does the work, and your Pursuit process becomes a sequence of agent stages with human checkpoints between them.

A default Assignment’s prompt is written once and runs on every future Pursuit of this type, so it works differently from a prompt you give an agent in QPilot Chat:

• Write a complete brief. There is no conversation in Assignments, so an agent that would normally ask a clarifying question has no way to get an answer. The prompt must name everything: the task, the structure, and where the output goes.
• Name folders and document types, not specific files. The prompt runs before any particular Pursuit exists, so point the agent at what every Pursuit of this type will hold, like the documents in the Pursuit’s upload folder, rather than a named file.

Here is what this looks like for a Proposal Pursuit Type whose statuses run Research, Planning, Draft, Review, and Closed. At Research, a Client Research Assignment runs the Web Research agent. At Planning, two Assignments have the Credentials agent select the bios and the experience, and a Positioning Brief Assignment runs the Pursuit agent. At Draft, a Draft Proposal Assignment has the Pursuit agent create the proposal document. At Review, a Finalize Proposal Assignment has no agent at all: a person checks the work before the Pursuit closes.

The agent guides include prompts written for Assignments, like the Client Profile in The Web Research Agent Guide and the Kickoff Brief in The Pursuit Agent Guide. QPilot Agents are enabled per user; see Getting QPilot Agents enabled for how access works.

How to reorder default Pursuit Type Assignments

You can arrange your default Assignments into the order that best reflects your team’s process. Previously, the only way to influence the order was to number the Assignment names manually. Now you can drag and drop them directly.

From the Assignments tab, hold the drag handle on the Assignment you want to move, then drag it to the position you want on the grid and release.

A few things to note:

• The order you set applies to new Pursuits created from that Pursuit Type.
• Assignments are still grouped by due date. Where several Assignments share the same due date, they appear in the order you have arranged.
• Existing Pursuits are not updated with the new order.
• Reordering does not affect when Assignments are triggered.

How to change the Assignee on an existing Assignment

If a user needs to change the Assignee after they have created the Pursuit, they can go to the 'Assignments' Tab in the Pursuit and click on the gear icon next to the Assignment. From the drop-down menu, they can click on 'Edit' to change the Assignee. 

Change Assignment Notifications

By default, the assignee will get one notification for each new assignment. When working with Default Pursuit Assignments, this can result in multiple notifications if there are multiple Assignments.

If this gets to be too much and you want to change the cadence of assignment notification, please contact QorusDocs Support by logging a ticket here on this Help Center. Our Support Team can group all your assignment notifications by:

• hour: we send one email that contains all your new assignments once every hour
• day: we send one email that contains all your new assignments once a day

Please note that this changes the cadence for all users across your hub. Click here to learn more about Assignment email notifications.