--- title: "Assignment Workflows: All-In-One Guide" description: "The essential guide for understanding global user assignment, lead type assignment, and opportunity value assignment." url: https://help.aesthetixcrm.com/en/articles/1233-assignment-workflows-all-in-one-guide collection: "Assignments" updated: 2026-10-22 language: en --- # Assignment Workflows: All-In-One Guide The essential guide for understanding global user assignment, lead type assignment, and opportunity value assignment. In this guide below, we will cover all the essential assignment-based workflows that are configured during onboarding. - Global User Assignment - Opportunity Value Assignment - Lead Type Assignment ## Global User Assignment The [**Global User Assignment Workflow**](https://help.aesthetixcrm.com/en/articles/593-global-user-assignment-workflow.md) is a core automation within Aesthetix CRM. It ensures every lead is automatically assigned to the appropriate user (team member) based on the rules defined during onboarding. This workflow applies universally across all practice types — med spa, plastic surgery, spa, and hybrid accounts. ### Why It Matters Assigning leads correctly is critical to ensuring fast, personalized follow-up. This workflow connects directly to your lead captures and routes leads to specific users, streamlining communication and maximizing conversions. Additionally, this workflow supports **user custom values** used in nurture sequences (e.g., {{user.first\_name}}), enabling personalized messaging across automated campaigns. ### How to Access the Workflow To locate your **Global User Assignment Workflow**: 1. Go to the **Marketing** section in the left-hand menu. 2. Click **Workflows**. 3. Open the folder labeled **2 – Assignments, Leads & Opportunities**. 4. Select the workflow titled **Global User Assignment**. ### Default Setup The default configuration includes: - A trigger from the lead capture workflow - An **Assign to User** action with a designated user selected - A toggle: **“Only assign if contact is unassigned”** — enabled by default to avoid overwriting existing user assignments This ensures that if a lead is already assigned (for example, from a prior ad campaign or form submission), they will not be reassigned when re-entering the system. ### Customization Options While the basic setup assigns all leads to one user, advanced configurations are available, especially for **plastic surgery** practices or accounts with multiple sales team members. Some advanced assignment logic includes: - Assigning by **doctor or provider** - Assigning based on **time of day** - Assigning by **treatment type** - Round robin lead distribution These customizations are configured during onboarding or upon request. ### Important Notes on Staff Turnover If a staff member leaves your practice: - **Do not delete the user immediately.** - First, **reassign** all existing leads and contacts associated with that user to a new team member. - Then, update the **Assign to User** action in this Global User Assignment Workflow to reflect the new assignee. This ensures future leads are properly routed, and there’s no disruption to communication or follow-up. ### Summary - This is the **central hub for user assignment** in your CRM. - Every lead from a lead capture workflow is sent here first. - It's crucial for both **data organization** and **personalized communication**. - You can **customize** it to fit your practice’s workflow. - Always **update this workflow** when staff changes occur. ## Opportunity Value Assignment The **AI-Enabled Opportunity Value Assignment Workflow** is an automation that dynamically assigns a monetary value to each **open opportunity** in Aesthetix CRM based on the treatment of interest. This helps practices forecast potential revenue and prioritize leads more effectively. ### Why It Matters By automatically assigning values to new opportunities, your team gains: - **Real-time revenue projections** visible on the CRM dashboard - A standardized way to evaluate the worth of each lead based on the selected treatment - A consistent way to calculate **Open Opportunities**, which helps with conversion tracking and sales forecasting ### How It Works **Opportunity Status Definitions** The workflow interacts with the [**Opportunity Statuses**](https://help.aesthetixcrm.com/en/articles/1510-opportunity-statuses.md) in Aesthetix CRM: - **Open** – Leads in active stages (e.g., Lead, Booked, Consult Complete) - **Won** – Opportunities marked as completed (e.g., Patient stage in Med Spa, Surgery Completed in Plastic Surgery) - **Lost** – Marked as Not a Good Fit - **Abandoned** – Moved to the Cold stage The workflow focuses on **Open Opportunities** to help project future revenue. ### Workflow Breakdown **Location** - Go to **Marketing > Workflows** - Open the folder: **2 – Assignments, Leads & Opportunities** - Select: **AI-Enabled Opportunity Value Assignment** **Trigger** - **New Opportunity Created** When a new opportunity is created (typically after lead capture), the workflow is triggered. **AI Assignment Logic** - A **GPT-based workflow action** is executed. - This AI prompt uses your treatment list and assigned values to calculate a dollar estimate for the opportunity. - Example: - _Mommy Makeover_ → $25,000 - _Botox_ → $500 The AI generates this value dynamically based on the treatment of interest and saves it to a **custom contact field** called `Opportunity Value`. **Update to Opportunity** - Once the value is returned, the workflow: - Updates the opportunity with the new value - Reflects the projected revenue in your CRM dashboards This entire process typically runs **within a minute** of opportunity creation. ### Med Spa vs. Plastic Surgery Differences - **Plastic Surgery**: - AI assignment is often used as an initial estimate - Final value is **manually updated** after consultation to reflect a precise quote - EMR integrations may incorrectly pull **deposit amounts only**, so manual updates are preferred for accuracy - **Med Spa**: - Opportunity value is often updated automatically based on real payments captured through EMR or POS integrations - The workflow contributes to **Patient Lifetime Value** over time ### Best Practices - Ensure that your **treatment-to-value mapping** is shared with the onboarding team - Confirm that the **Opportunity Value** custom field is connected to dashboards and reports - For plastic surgery, remember to **manually update values** in later pipeline stages for accuracy ### Summary The **Opportunity Value Assignment Workflow** allows you to automate early revenue projections by assigning a value to every new lead. It helps track potential earnings, enhances reporting visibility, and supports better prioritization of sales efforts. If you need to customize your treatment-value mappings or want help refining this workflow, contact our team. ## Lead Type Assignment (Plastic Surgery + Med Spa Only) The **Lead Type Assignment Workflow** is a critical automation for practices that operate both **plastic surgery** and **med spa** services within the same Aesthetix CRM account. It ensures leads are routed into the correct **surgical** or **non-surgical** pipeline based on their treatment of interest. > **Warning:** **Note:** If your practice is **med spa only**, you do **not** need this workflow and can skip this setup. ### Purpose of the Workflow This workflow analyzes the **Treatment of Interest** field submitted through lead capture forms and automatically determines whether the treatment is surgical or non-surgical. It updates the lead's custom field called **Lead Type** with one of two values: - `Surgical` - `Non-Surgical` This ensures: - The contact is entered into the correct **pipeline** - The lead receives the appropriate **nurture sequence** - Reporting and segmentation remain accurate ### Where to Find It 1. Navigate to **Marketing** in the left-hand sidebar 2. Click on **Workflows** 3. Open the folder labeled **2 – Assignments, Leads & Opportunities** 4. Select the workflow titled **AI-Enabled Lead Type Assignment** ### How It Works - **Trigger:** This workflow runs automatically after a lead is created through a form or ad. - **AI Action:** It uses an **OpenAI GPT action** that analyzes the `Treatment of Interest` custom field. - **Logic:** Based on a predefined list of surgical vs. non-surgical procedures, it determines which category the treatment falls under. - **Customization:** The surgical and non-surgical list can be customized for your practice, especially if you offer treatments that may not clearly fit into a standard category. - **Update:** The AI action updates the **Lead Type** custom field accordingly. This updated lead type value is then used during **opportunity creation** and **nurture workflow routing**, ensuring each contact flows through the correct pipeline. ### Common Issues **Opportunities Showing in the Wrong Pipeline?** This can happen if: - The **lead type was assigned incorrectly** - The **Treatment of Interest** field wasn’t properly populated or was ambiguous - The **AI prompt** may need adjustment to correctly categorize a unique or new treatment > Contact support or your onboarding manager if this needs refinement. > > **Related Custom Field: Appointment Category** > > While not part of this exact workflow, it's important to be aware of the **Appointment Category** custom field. It is used primarily in **plastic surgery practices** with EMR integrations to: - Differentiate between **surgical** and **non-surgical** appointments - Identify appointment types like consult, pre-op, procedure, etc. - Further influence **pipeline routing** and **automation steps** A separate help article is available to cover appointment categorization in detail. ### Summary The **Lead Type Assignment Workflow** ensures contacts are accurately categorized as **surgical** or **non-surgical** based on their treatment of interest. This categorization drives key downstream automation for: - Pipeline placement - Opportunity creation - Lead nurture sequences This workflow is essential for hybrid practices to maintain operational clarity, accurate forecasting, and personalized communication based on treatment type. If you have additional treatments or procedures you'd like mapped or need help troubleshooting lead routing issues, please contact the Aesthetix CRM team.