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Owners and performers

Klarify ties accountability and responsibility on a document to your organizational structure, not to individual employees. When someone changes roles or leaves the company, the document keeps pointing at the right place.

Every process model, subprocess, task, global task, and embedded task instruction has two kinds of assignments:

  • An owner — the position accountable for the outcome.
  • One or more task performers — the positions, teams, departments, or roles responsible for performing the work. Tasks only.

Owners are positions

An owner is always a single position, never a specific employee. Whoever currently fills that position carries the accountability — when the person changes, the document doesn’t have to.

In the editor’s Properties panel, the owner appears under Assignees with an OWNER badge. On the Documents page, the Owner column shows the position’s job title.

For the procedural details, see:

Owners inherit down the hierarchy

Subprocesses and tasks default to inheriting the owner of their immediate parent. Inheritance stops at the root process — a call activity to another process model or global task does not inherit; the called document has its own owner.

In the editor, an inherited owner shows an INHERITED badge in the Properties panel. Setting an explicit owner replaces inheritance for that document and everything beneath it, and the INHERITED badge is removed.

To switch a subprocess or activity back to inheriting, open its owner picker and choose Inherit owner from parent.

For the full rules, see Assign process owners — How inheritance works.

Performers reference your organization

A task can have multiple task performers. Each performer entry refers to part of your organization rather than a specific employee:

  • Positions — every employee holding that position
  • Teams — every member of the team
  • Departments — every member of the department
  • Roles — every position with that role

You can also choose Assign to all positions, which reaches every active member who holds at least one position. Employees without a position, guests, and partners are excluded.

For the procedural details, see Assign task performers.

Where assignments appear in the UI

  • Documents page — every tab has an Owner column. The Task instructions tab adds a Task performers column showing {N} performer / {N} performers, or None.
  • Task instruction header — the top of every task instruction shows the owner with an OWNER badge and a task performers cluster.
  • Properties panel — in the BPMN editor, the process model itself plus each subprocess and activity has an Assignees section listing the owner (and, for tasks, performers).
  • Publish modal — confirms or sets the owner during publishing for process models, global tasks, and embedded tasks.

Cleanup when entities are deleted

When a position, team, department, or role is deleted, Klarify automatically removes it from every task instruction that listed it as a performer. There is no manual cleanup step.