Task Assignments

You can assign users and groups to individual tasks in your checklists, making it easy to see who is responsible for what task.

Not only that, but you can set due dates on your tasks to make sure that everything is completed on schedule; when a task is due, the people or groups assigned to that task will be sent an email reminder.

Best practice is to use task assignments and task due dates together, like this.

How to assign users to Tasks

There are two ways to assign users to tasks:

  • On active checklists, once the checklist has been run
  • Pre-assign users to tasks in the template editor, so that users are automatically assigned when checklists are run

In order to edit templates, you must be an administrator or a member who has been given ‘can edit’ access by your administrator.

Assign users on active checklists

To assign users to the tasks in a checklist that is already active, you need to first find the checklist (or you can run a new checklist and then assign users).

You can search for checklists in a number of ways, but for this example we’re going to start from a folder.

Find the parent template in your folder, and you’ll see the blue cards underneath it. These are your active checklists.

Click on the blue card to open the checklist, then click on the task you want to assign a user to.

Next, click the “Assign” button at the top of the task.

Use the search box which pops up to search for a user or a group in your organization to assign to the task, then click their entry to select them.

You can add more users or groups to the same task, so repeat this as many times as you like.

Assigning a user or group will send an email notification to that user (or all users in a group) to let them know they have been assigned.

Pre-assign users in the template editor

You can also pre-determine which users or groups a task will be assigned to in a template. This means that whenever a checklist is run from that template, the preset users will be automatically assigned and notified.

To do this, first find the template in your dashboard, click the cog next to its name, then click on the “Edit this template” button.

Next, open the task you want to pre-assign users to (by clicking it) and then click the “Assign” button at the top of the task. Search for the user(s) and/or group(s) you want to assign and click their entry to assign them to the task.

Once you’re happy with the assigned users, click the “Save changes” button to confirm and run a new checklist to see the new assignees in it.

Note: When you add assignees in a template, these changes will not be reflected in any active checklists, only on new checklists you create from this point forward. For active checklists, you can manually assign users or groups to tasks. 

Only groups, members, and admins can be pre-assigned in templates (guests cannot). This is because guests are designed to be used for one-off processes (if they are needed to work regularly in your Process Street organization, they should be promoted to a member).

You can also pre-set  dynamic due dates in the template, meaning that when a checklist is run everyone who needs to take action will be instantly assigned and due dates set, according to your settings.

Viewing assigned users

You can see the users assigned to a task by their icon being displayed in the checklist or template task list, and at the top of the task (if it is open).

If multiple users or groups are assigned then only one image will be shown, but a number will overlay the image telling you how many assignees there are.

Unassigning users from tasks

To unassign a user or group from a task you need to click on the icon for assigned users… then click the “Remove user” icon next to their entry.

This applies to both assigned users in checklists and pre-assigned users in templates. However, remember that if removing a pre-assigned user, you need to be editing the template for this to work.

Once you’ve pre-assigned a user, you may also want to add a dynamic due date to the task so they get notified when it’s time to work on the task.

Email notifications

Users will receive an email notification for these events:

  • When they are assigned to a task or a checklist
  • When a task they are assigned to is due
  • When a hand-off occurs from a Stop Task

The email will tell them what task they are assigned to (or what task is due) and contain a link to the task, as shown below.

task assignments - email notification

Learn more about email notifications.


 

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