Position-based Owners and Performers

Owner and performer updates Process and task owners are now assigned to positions, not individual Klarify members — so ownership stays put when members/employees move in and out of a position. Performers can be assigned to positions, teams, departments, or roles. Learn more: Owners and performers. Quick reference: who's who in Klarify Klarify separates people from the work they do. The entities below show up throughout the rest of this changelog, so it's worth grounding the terms up front. | Entity | What it is | Where it's used | |---|---|---| | Klarify member | An employee with access to Klarify. Members count toward your monthly invoice. | Determines who can sign in and access documents. | | Employee | A person record in your organization. Created in People → Employees. | The base record for anyone in the org, whether or not they are Klarify members. | | Position | A specific job within the organization (e.g., "Accounts Payable Clerk"). An employee can hold one or more positions. Learn more about positions. | The unit of accountability. Owners are always positions. Also valid as a task performer. | | Role | A label shared across positions (e.g., "Manager"). Learn more about roles. | Can be used as a task performer — resolves to every position with that role. | | Department | A functional group (e.g., Finance, HR, Operations). Positions are grouped into departments. Learn more about departments. | Organizes positions and can be used as a task performer (every member of the department). | | Team | A group of positions, often cross-departmental. Learn more about teams. | Can be used as a task performer (every member of the team). | The four assignments on a document Every document in Klarify has up to two kinds of assignments: an owner (accountability) and, for tasks, one or more task performers (who does the work). The owner appears at four scopes depending on what's being assigned. | Assignment | Applies to | Allowed types | Inheritance | |---|---|---|---| | Process owner | The root process model | A single position | Set directly. Everything beneath inherits from here by default. | | Subprocess owner | A subprocess inside a process model | A single position | Defaults to inheriting from the parent process. Setting one replaces inheritance for the subprocess and everything beneath it. | | Task owner | A task within a process, a global task, or an embedded task instruction | A single position | For in-process tasks, defaults to inheriting from the parent. For global and embedded tasks, set directly. | | Task performer | Tasks only (in-process, global, or embedded) | One or more — positions, teams, departments, or roles | Set per task; no inheritance. | Assigning owners and performers Each assignment surface in Klarify has its own flow, including the Inherit owner from parent option and the Assign to all positions performer option. "Assign to all positions" reaches active members who hold at least one position; positionless members, guests, and partners are excluded. Assign process owners Assign task owners Assign task performers Publish embedded tasks Find documents from your member home page Your member home page — reachable from the top of the sidebar, where your own name appears — groups documents into three tabs so you can quickly find work that involves you: Collaborator — documents you have access to. Owner — documents you own through one of your positions. Performer — task instructions you are assigned to perform, with an Assigned to filter to narrow by position. Learn more: Find your documents. Removing a position protects ownership and performer assignments When you remove a position, Klarify checks for documents that depend on it and walks you through what to transfer: Ownership transfer is required. If the position currently owns any documents, you must pick a target position to receive that ownership. Without a target, Klarify blocks the removal — ownership is never silently dropped. Performer transfer is a separate choice. Ownership and task-performer assignments are transferred independently. If you leave the performer toggle unchecked, the position is removed from every task it was assigned to with no further notification, so review the toggle carefully before confirming. Learn more: Remove positions Assign task performers Integration API: owner is a position In the Integration API, GET /api/procedures returns owner as a position object (not a person), reflecting Klarify's position-based ownership model. The lanes, calledwithin, and calledfrom fields return structured objects with the same identifiers you see in the app. Learn more: Generate an API key. Coming soon: MCP server alignment Klarify's MCP server — used by AI clients to query processes, procedures, and activities — will be updated to match the position-based owner model and the structured task-performer tokens described above, so AI-driven workflows return the same shape of data you see in the app and the Integration API. This will be available in our next release.