When the assignee is changed in Neaktor, assign a role to a user in WordPress
When a Neaktor task gets a new assignee, FlowMattic finds that person’s WordPress account by email and adds the role you choose to it, alongside the roles they already have.
Neaktor
WordPress3 steps Setup ~5 min Used on 2.5k sites Free to import
What this workflow does
Some teams run work in Neaktor while the matching access lives on a WordPress site: an editor role for content tasks, a support role for help-desk work, a custom role a plugin checks. Granting that access by hand each time someone takes over a task is easy to forget. This workflow adds a WordPress role to the person a task is assigned to, as soon as Neaktor reports the change.
The Neaktor trigger fires when a task's assignee is changed and passes on the task data. The first WordPress step, Get User by Email, looks up the site account for an email you map from that data. Which email fields the event carries depends on Neaktor, so change the assignee on a test task and check the trigger's data before you map it.
The second WordPress step, Add Role to User, is already wired to the user ID the lookup returns. It adds a role to the account's existing roles rather than replacing them. Pick the role after import.
The workflow only adds roles. Someone who is taken off a task keeps the role, so remove it yourself or build a separate flow for that. Task History shows which user the lookup found and what each step returned.
Editor access for content tasks
A publisher assigns article tasks in Neaktor and gives the assignee the WordPress editor role, so they can work on the draft without asking an admin.
Support role for ticket owners
A help-desk team tracks escalations in Neaktor and adds a support role in WordPress to whoever picks one up, which opens the site's internal support pages to them.
Course instructor role for new trainers
A training company assigns course-build tasks in Neaktor and grants the LMS instructor role on its WordPress site to the trainer named on the task.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Neaktor Assignee ChangedFires when the assignee of a Neaktor task is changed, and hands the task details to the lookup. Reassign a test task after import to see which fields arrive, including any email for the assignee.
- WordPress Get User by Email
Finds the WordPress user whose email matches the one you map from the Neaktor event. The template leaves the email unmapped, and the user ID this step returns feeds the next step.
- WordPress Add Role to User
Adds the role you choose to the user found in step 2, keeping the roles the account already has. The user ID is mapped from the lookup; pick the role after import.
What you need
- FlowMatticCore
- Neaktor AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Make sure your team uses the same email address in Neaktor and on the WordPress site, since the lookup matches on email.
- If only some Neaktor tasks should grant a role, add a Filter between the Get User by Email step and the Add Role to User step that checks a task field, such as the project or task type. That field is an example; pick one from a test run.
- Use a custom role made for this purpose instead of a built-in one like administrator, so the access you grant stays narrow.
- Build a second workflow on Neaktor's Task Complete trigger if you want to note when the work is done; this one only adds roles.
Questions about this workflow
Does this replace the user's current WordPress role?
No. Add Role to User adds the role to the roles the account already has. An author who is given an editor role ends up with both.
What happens if the Neaktor assignee has no WordPress account?
The lookup finds no matching user, so there is no account to add the role to. Check Task History for what Get User by Email returned. Creating accounts isn't part of this template.
Is the role removed when a Neaktor task is reassigned to someone else?
No. The workflow adds a role to the new assignee and changes nothing for the previous one. Remove roles yourself, or add a step for that if you have a way to identify the earlier assignee.
Where do I choose which WordPress role is added?
In the Add Role to User step. The user ID is already mapped from the lookup, but the role is left for you to pick after import.
More Developer Tools workflows
Other ready-to-import templates from the same category.
Import this workflow into your WordPress site
Download the JSON, import it from the Workflows screen and connect your accounts. Every run stays on your server, with no per-task fees.
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