In this lesson we’re going to talk about three more awesome features that help teams power up the way they work together; Role Assignments, Task Permissions and Approvals. We’re going to cover:
- What each of these features is
- Why using them will benefit your business
- How to start using them
Estimated time for this lesson ~ 15 minutes per feature
This lesson is part of our onboarding program. Find out more about what you’ll learn from the program when you’re getting started.
Note: Role Assignments, Task Permissions and Approvals are features on our Standard plan. If you’re on a trial, or on this plan you have access to these features, so stay right here! If you’re on the Basic plan please skip forward to Building your own Automations.
What are these features and why use them?
In large teams and organizations where you have lots of users and guests, it’s even more important to assign the right people to the right tasks and have their permissions set correctly. By using the features below you can start to dynamically assign users to tasks based on their role, and set only the tasks you’d like them to work on to be visible.
You can also set tasks to be reviewed and approved with our special Approvals tasks. Tasks can be signed off on by a designated person or a manager with just one click from their email or phone, so they don’t even need to be at their desk to keep your processes moving along. Neat huh?
You can use any combination of these three features to totally transform the way you and others work together.
Role Assignments allow you to dynamically assign a person to tasks in a checklist based on their role. The default setting in all checklists with this feature is the checklist creator. In addition to this, you can also select a person from a group, for those occasions when you want a different team member to pick up, say, different clients or different projects. It’s also possible to assign someone dynamically to tasks by using their email address in an email form field. This is great when you want to invite guests on the fly, and it’s also a slight workaround for you not being able to assign guests to tasks in advance – you’re welcome! 😉
Say you want to be able to assign one person from a team to a set of tasks in your checklist and the person changes depending on workload or who is available. You’ll add a members form field to your template and then assign that role to a selection of tasks. (In the permission box, click on ‘add new permission’ to find the role you would like to assign). Next, when you run a checklist, you can choose a team-member from a drop-down and they will be dynamically assigned to those tasks.
Task Permissions let you set which tasks are visible to only those people you’d like to work on them. By default, Administrators in your organization will see all tasks. Task permissions, by default, are set to show to all members, all guests and anyone with a template share link or a checklist share link, unless you change the task permissions.
If you have a guest (a client or freelancer, for example) who you only want to see and complete certain tasks in a checklist, you’d switch off ‘all members’ and ‘share link’ but leave ‘guests’ switched on. Or, if you gave your share link to a group of external people who aren’t part of your organization, you’d leave ‘share link’ switched on and turn off ‘all members’ and ‘guests’.
Once you have set task permissions, the label ‘permissions‘ changes to ‘custom‘ so that you can easily identify tasks which you have set permissions on.
Approvals allow you to select certain tasks and have another user sign them off, before your process can continue or be completed. For example. if you require a manager to sign off on one section of your process before you can commence the next section, then you can add an approval task between the two sections. You’ll be notified as soon as it’s approved, or if it’s been rejected, you can re-submit the information for a second round of approval. This loop continues until the tasks have been signed off and you can move onto the next section, or complete the process.
You can use approvals on single tasks, multiple tasks or on the whole checklist and they can be used in all kinds of use cases from holiday leave requests, to sales deal sign-offs and signing off on stages of hiring a new team member. Used in conjunction with task assignments and role permissions, you’ll start to wonder how you ever managed before you found Process Street! 😉
Adding these features step by step
When adding any new feature to your processes, you’ll first need to start in your template editor. Click the three dots next to your chosen template’s name, then from the right-hand menu, click “Edit template”:
Reach out to our Process Pros Team if you get stuck or need help setting up any of these features.
Let’s put what you’ve learned into practice!
- Find a template you’d like to add some or all of these features to
- Open the template editor
- Start building in those features
- When you’re finished, save the changes to your template
- Run a test checklist to make sure it’s working exactly the way you’d like it to
Actions to take now
Set some time aside and start adding these new features! Take a look through all the templates you have built out so far and identify where you can start adding each one of the features, and if you add all three then kudos to you! Your checklists will be the envy of all those around you 😉
Once you’ve added new members and new guests, they’re going to need to know how to use Process Street. You can share these articles with them:
- Webinar – Role Assignment + Zapier Find & Update + Task Permissions
- External Workflows Webinar – Collaborate with Your Clients, Suppliers and Vendors
Blog & help article posts
- How to Assign Tasks Dynamically: Role Assignments in Process Street
- How to Automate Approvals: 20+ Free Approval Process Templates
- Task Permissions: How to Create Secure, Flexible Processes
- How to get Buy-in From your Team