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Troubleshoot: Action Item Sync to Integration With No Assignee

Fix assignee syncing issues across integrations

Written by Julia
Updated over 2 weeks ago

When an action item with an assignee in Fellow syncs to another platform without that assignee, this typically means the assignee doesn't have an account on the other platform or their email addresses don't match between systems. This affects integrations with Asana, ClickUp, Linear, Trello, Monday, Jira, and Microsoft To Do. Understanding why this happens and how to fix it ensures your tasks stay properly assigned across all your tools.

Which Integrations Are Affected

Assignee syncing relies on email matching across platforms. This issue can occur with any of Fellow's action item integrations:

Supported integrations:

  • Asana

  • ClickUp

  • Linear

  • Trello

  • Monday

  • Jira

  • Microsoft To Do

How assignee matching works

  • Fellow matches users by email address

  • Email in Fellow must match email in the other platform

  • If no match is found, the action item syncs without an assignee

  • Some platforms (like Asana) are case-sensitive for emails

Common Causes and Solutions

Assignee doesn't have an account on the other platform

Cause: The person assigned in Fellow doesn't use or have an account on the integration platform.

Example: You assign an action item to your teammate in Fellow and sync it to ClickUp, but that teammate doesn't have a ClickUp account. The action item appears in ClickUp with no assignee.

Solutions:

  1. Create an account for the assignee:

    1. Have the assignee create an account on the integration platform

    2. Use the same email they use in Fellow

    3. Action items will sync with assignees going forward

  2. Manually assign in the other platform:

    1. Open the synced task in the other platform

    2. Manually assign it to the correct person

    3. Note: Manual assignments may not sync back to Fellow

  3. Assign to yourself in Fellow:

    1. If only you use the integration, assign action items to yourself

    2. Manually delegate to others in the other platform if needed

Email addresses don't match between platforms

Cause: The assignee has accounts on both platforms but uses different email addresses.

Example: Someone uses [email protected] in Fellow but [email protected] in Asana.

Solutions:

  1. Update email to match (recommended):

    1. Change email in one platform to match the other

    2. Recommended: Update the integration platform to match Fellow

    3. Action items will sync correctly going forward

  2. Add email alias in Fellow:

    1. Contact Fellow Support

    2. Request to add the alternate email as an alias to the Fellow account

    3. Both emails will map to the same user

  3. If using SCIM:

    1. Email aliases may be added automatically through SCIM provisioning

    2. Contact your IT admin to verify SCIM configuration

Case sensitivity issues in Asana

Cause: Asana emails are case-sensitive - [email protected] is different from [email protected].

Example: Fellow uses [email protected] but Asana has [email protected].

Solutions:

  1. Update Asana email to match Fellow (recommended):

    1. Change your Asana email to match the exact capitalization in Fellow

    2. Easiest fix if you have permission to edit Asana profile

  2. Contact Fellow Support for alias:

    1. If you can't change Asana email, contact Fellow Support

    2. We can add both email variations as aliases

Action item has multiple assignees

Cause: Action items with multiple assignees cannot sync to most integrations.

Why: Most project management tools don't support the same multi-assignee model Fellow uses.

Solutions:

  1. Create separate action items:

    1. Instead of one action item with multiple assignees

    2. Create individual action items for each person

    3. Each can sync to the integration independently

  2. Sync with primary assignee only:

    1. Remove additional assignees before syncing

    2. Sync the action item

    3. Manually coordinate with other assignees

  3. Don't sync multi-assignee items:

    1. Keep multi-assignee action items in Fellow only

    2. Use the integration for single-assignee tasks

How to Verify the Issue

Before troubleshooting, confirm what's happening:

Step 1: Check the action item in Fellow

  1. Open the note with the action item

  2. Verify the assignee is set in Fellow

  3. Confirm the action item shows as synced (integration icon visible)

Step 2: Check the action item in the other platform

  1. Open the integration platform (Asana, ClickUp, etc.)

  2. Find the synced task

  3. Check if assignee is present or missing

Step 3: Compare email addresses

  1. Check the assignee's email in Fellow: User Settings > Profile

  2. Check their email in the other platform

  3. Verify they match exactly (including capitalization for Asana)

Preventing Future Issues

Set up users properly from the start:

  • Ensure team members use the same email across all platforms

  • Verify emails match before connecting integrations

  • Test with a single action item before bulk syncing

For admins managing multiple tools:

  • Document which email format your team uses

  • Standardize email addresses during onboarding

  • Use SCIM provisioning when available for automatic email management

Regular maintenance:

  • Periodically verify email addresses match across platforms

  • Update profiles when people change emails

  • Test sync after any platform changes

Additional Troubleshooting

Assignee synced initially but disappeared

Possible causes:

  • Assignee's account was deactivated on the integration platform

  • Email was changed in one platform but not the other

  • Integration was disconnected and reconnected

Solutions:

  1. Verify the assignee still has an active account on the integration

  2. Check that emails still match between platforms

  3. Reconnect the integration if needed

  4. Manually reassign in the integration platform

Some action items sync assignees, others don't

Cause: Inconsistent email addresses or account status across your team.

Solutions:

  1. Create a list of which team members use which integrations

  2. Verify email matches for each integration they use

  3. Add aliases for users with multiple emails

  4. Document the resolution for future reference

Integration shows error when syncing

Solutions:

  1. Check integration connection status in User Settings > Apps & Integrations

  2. Disconnect and reconnect the integration

  3. Verify permissions are granted in the integration platform

  4. Contact the integration platform's support if errors persist

Need to add email alias to Fellow account

How to request:

  1. Contact Fellow Support via chat or email at [email protected]

  2. Provide both email addresses that need to be linked

  3. Specify which integration requires the alias

  4. Support team will add the alias to your account

What happens after:

  • Both email addresses map to your Fellow account

  • Action items sync with assignees using either email

  • Changes take effect immediately

Related Articles
Action Item Page
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Asana Integration
Organize Action Items
ClickUp Integration
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