Agentic Workflow Team Actions
Audience: Administrators, Developers, Solution Architects
Purpose: Complete reference for the team action types available in Kizen Agentic Workflows, including how to notify team members by email and text and assign team members to a Record during an execution.
Overview
Team actions send notifications to team members and manage team member associations on Records. Use them to alert the right people at the right point in a Workflow, route work to specific individuals or roles, and ensure that team members have the Record access they need to act on assignments.
Note: For error handling, see Agentic Workflow Error Handling.
Notification (Email)
The Notification (Email) action sends an email notification to a team member. Notification emails always send from the business, not from an individual employee's address.
Team Member to Notify: Select the primary recipient using one of the following options:
Last Active Team Member (Any Role): most recently active team member on the Record regardless of role
Last Active Team Member (Specific Role): most recently active team member on the Record who holds a specified role
Specific Team Members: one or more individually selected team members
Custom Team Selector Field: a team member resolved from a team selector field on the Record
CC Additional Team Members: Optionally CC additional recipients. The same options apply as the primary recipient dropdown.
Choose Email To Send: Select an existing template using CHOOSE EMAIL FROM LIBRARY or compose a new one using CREATE NEW EMAIL.
Notification (Text)
The Notification (Text) action sends a text message to a team member. Unlike Notification (Email), this action does not include a CC option.
Choose Who to Notify: Select the recipient using one of the following options:
Last Active Team Member (Any Role): most recently active team member on the Record, regardless of role
Last Active Team Member (Specific Role): most recently active team member on the Record who holds a specified role
Specific Team Member: a single individually selected team member
Custom Team Selector Field: a team member resolved from a team selector field on the Record
Text Message Body: Compose the message using + INSERT MERGE FIELD to insert dynamic values. The body supports up to 10 message segments of 153 characters each, for a maximum of 1,530 total characters. The character counter tracks remaining characters in the current segment and total characters used.
Assign Team Member
The Assign Team Member action adds a team member to the Record's team member association list, giving them visibility and access to the Record.
This is distinct from setting the Record's owner. Assigning a team member through this action does not change Record ownership. To update the owner field, use the Change Field Value action targeting the owner field directly.
Use the Choose Assignment Type dropdown to select how the team member is identified:
Round Robin (Any Role): Cycles assignment across all verified employees in the business, regardless of role
Round Robin (Specific Role): Cycles assignment across all team members who hold a specified role
Round Robin (Choose Team Members): Cycles assignment across a manually selected list of team members
Specific Team Member: Assigns a single named team member selected at design time
Team Selector Field (This Object): Resolves the assignee from a team selector field on the context Record
Team Selector Field on Related Object: Resolves the assignee from a team selector field on a related Record
Key Use Cases
Team actions are applicable across any Workflow related process. The following examples illustrate common patterns in three industries where coordinated team notification and assignment are operational requirements.
Industry Examples
Insurance Workflows require that the right team members are notified and assigned at each stage of underwriting, claims, and renewals.
Examples include:
Using Notification (Email) to alert the Record owner when a policy application is submitted and requires underwriting review
Using Notification (Text) to send an urgent text to the last active team member on a claim Record when a response deadline is approaching
Using Assign Team Member to add the compliance officer identified by a team selector field to a policy Record when it enters a regulatory review stage
Using Notification (Email) to notify specific team members when a high-value claim exceeds a configured threshold field
How team actions help:
Ensure the right team members are notified at critical Workflow stages without relying on manual communication
Route urgent time-sensitive notifications via text when email alone is insufficient
Give team members Record access automatically when they are assigned to a case, without requiring an administrator to update permissions manually
Notify owners, role-based, and custom-selected recipients using a single configurable action
Healthcare workflows require that care coordinators, clinicians, and administrative staff are notified and assigned at the right points in the patient lifecycle.
Examples include:
Using Notification (Email) to alert the assigned care coordinator when a patient Record is updated with new clinical information requiring follow-up
Using Notification (Text) to send an immediate text to the last active team member on a patient Record when an urgent flag is set
Using Assign Team Member to add the specialist identified by a team selector field to a patient Record when a referral is created
Using Notification (Email) to notify the compliance team when a patient Recordtriggers a regulatory reporting requirement
How team actions help:
Deliver timely notifications to care team members at critical points in the patient workflow without manual outreach
Escalate urgent notifications via text when immediate awareness is required
Ensure that team members assigned to a patient case have Record access from the moment of assignment
Reach specific roles, owners, and custom-selected recipients without building separate notification logic for each scenario
Financial services Workflowsrequire that relationship managers, processors, compliance officers, and operations staff are notified and assigned as applications and accounts progress.
Examples include:
Using Notification (Email) to alert the relationship manager who owns an account when a new loan application is submitted by one of their clients
Using Notification (Text) to send an urgent text to the last active team member on a loan Record when a closing deadline is within 24 hours
Using Assign Team Member to add the compliance officer identified by a team selector field to a loan Record when it enters the regulatory review stage
Using Notification (Email) to notify specific processors when a loan application is ready for final approval
How team actions help:
Keep relationship managers, processors, and compliance staff informed at key Workflow milestones without manual outreach
Deliver time-critical notifications via text for deadline-sensitive steps in the origination and servicing process
Grant team members Record access at the point of assignment, ensuring they can act immediately without waiting for permission updates
Support flexible recipient targeting, from Record owners and last active team members to role-based and custom-selected individuals
What's Next?
Continue to Integration Actions to learn how to send outbound HTTP requests to external systems and use AI-powered steps for language model calls, file extraction, and audio transcription.
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