In this lesson we’re going to cover:
- What assignments are and how to start using them
- How to assign users step-by-step
- How to figure out if something’s gone wrong and how to correct it
- What’s possible when you start assigning people
Estimated time for this lesson ~ 25 minutes
This lesson is part of our onboarding program. Find out more about what you’ll learn from the program when you’re getting started.
What does it mean when you assign someone?
When you assign users to a task or a checklist, you give those users responsibility for that particular piece of work. They are the ones who can view it, who will potentially complete it and they will be accountable for it. You can also assign users or groups to folders, templates, checklists and tasks, which allows them to either view that item, to work on it, complete it or edit it (depending on which permission level you have given them).
Who to assign and to what, really depends on what you would like them to have visibility of, or to work on and to complete.
Here are some examples to help you decide:
You might want to assign admins to folders so that they can manage parts of your organization, especially if you have a larger organization structure.
Any member of your team can be assigned to templates to view them for reference, or to edit them if you’ve set that permission level for them. They can also be assigned to checklists and tasks you’d like them to complete, or to folders, allowing them to take ownership of certain parts of your organization or certain processes.
You might assign a group to a specific checklist or a task. For example your HR group can be assigned to all your employee onboarding checklists, and any tasks within them. Your finance group can be assigned to your finance folder (and the All Members group deleted) so that only the finance team have visibility of the templates and checklists within that folder.
If you’re using scheduled checklists for one-off or recurring processes, you’ll want to assign a user or group when you first create the schedule. Once the checklist becomes active, whoever is assigned to that checklist will receive an email notification and the checklist will appear in their inbox. (You cannot assign guests to scheduled checklists).
You can assign guests to active checklists and the tasks within them, but only once a checklist has been run. You can also assign guests to folders and templates. You might assign some tasks to a new client (your guest), so that they can submit their contact details and requirements to you, or a freelancer (another guest) who you need to attach their invoice to your checklist for processing and payment.
- Multi-select tasks in your template editor by using Ctrl, Cmd or Shift to allow to you to assign multiple tasks at once
- Subscribe to Daily Inbox notifications to get a digest of all overdue and upcoming tasks.
Why use assignments
Any member of your organization, or group, can be pre-assigned at the template level (when you edit a template) before a checklist is run or assigned to tasks and checklists after they have been run. This allows those recurring processes you use all the time, to automatically have the correct people or groups assigned to them as soon as you run a checklist. More time saved for you, bonus!
Visibility or access
Once you have assigned users and set the appropriate permission level, they will only be able to see what you have given them access to. Say you have a folder for finance and within it, there are templates for invoicing and cash flow which you’d like to keep private. You can un-assign the ‘all members group‘ and assign your finance team group, so that only members within that group have access to that folder and it’s templates. Visibility levels set, roger that!
When you assign a user to an active checklist or a task, they will receive an email notification that this has happened. If they’ve been pre-assigned to a template, they will receive the notification once a new checklist is run. They click on the link in the email and it takes them straight to the relevant place. If you have set a due date on the checklist or task, they’ll also receive a second email notification if it becomes overdue. Communication about new workflows and tasks done, tick!
Think of all the ways you can start using assignments in your day to day. There are lots aren’t there?!
Here are some common use cases:
- Hand off the client onboarding process to a colleague
- Add the head of department into your employee onboarding process
- Bring in an audio editor for your podcast publishing process
- Add your QC team to your software testing process
- Assign an editor to check your content before you launch your website
Assigning users step by step
Assigning users to different parts of your processes or to your organization is easy!
- Assign a user to a task
- Assign a user to a checklist
- Assign a member to a scheduled checklist
- Assign a user to a template
- Assign a user to a folder
What can I assign guests to?
Remember that guests have limited access. Here’s a recap of what you can and can’t assign them to:
- You can assign a guest to an active checklist or a task, however you cannot pre-assign guests to checklists in the template editor.
- You can assign guests to folders and templates.
- You cannot assign guests to a scheduled checklist.
Not sure or got stuck?
I assigned new users in the template editor, but they’re not in the checklist
While most changes to a template will update on active checklists, task assignments do not. This is by design, to avoid confusion for existing workflows that are already in progress. However, of course that may not always be the most convenient, depending on your situation. In order to update assignments on active checklists, you would need to make that change on the checklist itself.
Here’s what updates when you edit a template:
The permission level set for individuals and groups on the main folder will apply to any sub-folders created and housed within that folder, and any templates created and housed within that folder. The main folder permission will override any other permission levels.
For any other questions on assigning users, please reach out to our Customer Success team (link below).
One of our customers, Global Ag Input Solutions uses checklist and task assignments to make clear which parts of their process different users need to work on, and to help keep track of external partners they’ve invited as guests. They use Process Street across the company, in various different departments.
“We use it all day everyday. It’s our communication tool and it’s everything. Everything we do is based on Process Street”
Let’s start at the top level and work our way down.
In your organization you have default groups which are there as soon as you get started with Process Street. You can keep these, re-purpose them or delete them and replace them with your own groups. Once those groups are set up can can start assigning them.
Next up, in your home page you likely have folders to help structure your organization, so consider who needs access to those folders and who you can assign. After that, consider the templates within those folders and finally the checklists that have been run from them. Assign users and don’t forget to set their permission levels, and you’re good to go!