{"id":5772,"date":"2023-11-03T08:00:46","date_gmt":"2023-11-03T08:00:46","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/task-assignments\/"},"modified":"2025-07-28T10:31:11","modified_gmt":"2025-07-28T10:31:11","slug":"task-assignments","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/task-assignments\/","title":{"rendered":"Task Assignments"},"content":{"rendered":"<p>You can assign users and <a href=\"https:\/\/www.process.st\/help\/docs\/what-are-groups\/\">groups<\/a> to tasks in your <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/\">workflow runs<\/a>, which effectively gives them responsibility for those tasks.<\/p>\n<p>This is a great way to ensure that the right colleague is working on the appropriate tasks.<\/p>\n<p>When a workflow is run with task assignments built-in, or when someone is assigned to a task in an active workflow run, they\u00a0will be sent an\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/email-notifications\/\">email\u00a0notification<\/a> informing them that they have been assigned and that those tasks are ready to work on.<\/p>\n<p><strong><i>Users: In order to edit workflows, you must be an Administrator or a <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builder<\/a> who has been given <\/i><i>\u2018edit\u2019<\/i><i> access by your Administrator.<\/i><\/strong><\/p>\n<h2>How to assign users to tasks<\/h2>\n<p>There are two ways to assign users to tasks:<\/p>\n<ul>\n<li>On active workflow runs<\/li>\n<li>Pre-assigned to tasks in a workflow\u00a0so that those users are automatically assigned every time the workflow is run<\/li>\n<\/ul>\n<h3>Pre-assign users in your workflow<\/h3>\n<p>You can pre-determine the users or <a href=\"https:\/\/www.process.st\/help\/docs\/what-are-groups\/\">groups<\/a> assigned to a task when you&#8217;re <a href=\"https:\/\/www.process.st\/help\/docs\/editing-workflows\/\">editing<\/a> your workflows. This means that whenever a workflow is run, the preset users will be automatically assigned and notified.<\/p>\n<p>You can pre-assign tasks to admins, builders, <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">groups<\/a>, and <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-guest-internal\/\">Users<\/a>.<\/p>\n<p><strong>Note:\u00a0<\/strong><a href=\"https:\/\/www.process.st\/help\/docs\/guest-external\/\">Guests<\/a> cannot be pre-assigned to tasks in workflows as they have limited access by design. If they are needed to work regularly in your Process Street organization, they can be <a href=\"https:\/\/www.process.st\/help\/docs\/managing-members\/\">promoted to a User or Builder<\/a>.<\/p>\n<p>To do this, first, find the workflow in your library, click its name then click &#8220;<strong>Edit<\/strong>&#8221; in the top-center of your screen.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16363\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/task-assignment.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Next, click on the <strong>task<\/strong> you want to pre-assign users to and then click the &#8220;<strong>Assign<\/strong>&#8221; button at the top center of your screen. Search for the user(s) and\/or group(s) you want to assign and click their entry to assign them to the task, as shown above.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16364\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/task-assignment-multiple.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p><strong>Pro Tip:<\/strong> To select many tasks in one go, select the first task and hold down the \u201c<strong>Shift<\/strong>\u201d key (Windows &amp; MacOS). Now select your last task to add assignees to, and all the tasks in between will become highlighted. Or press and hold the &#8220;<strong>Command or Ctrl<\/strong>&#8221; key then click on individual tasks to select them independently.<\/p>\n<p>You can then click the \u201c<strong>Assign<\/strong>\u201d button in the center of your screen to add the same assignee to each of those tasks, as shown above.<\/p>\n<p>Once you&#8217;re happy with the assigned users, &#8220;<a href=\"https:\/\/www.process.st\/help\/publish-and-run\/\"><strong>Publish and run<\/strong><\/a>&#8221; your workflow to see the new assignees in it.<\/p>\n<h3>Edit pre-assigned users in your workflow<\/h3>\n<p>You can add, remove, or change your task assignees in your workflows and these changes will be reflected in any active workflow runs, as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16368\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/task-assignment-edit.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p><strong>Note:<\/strong><em> If you don&#8217;t want to change the assignees in all your active workflow runs, you can choose to manually update your active runs on a need-to-update basis. Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/updates-to-workflow-runs\/\">what updates when you publish changes<\/a>.\u00a0<\/em><\/p>\n<p>You can also pre-set\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/dynamic-due-dates\/\">dynamic due dates<\/a> in your workflow, meaning that when a <a href=\"https:\/\/www.process.st\/help\/docs\/running-workflows\/\">workflow is run<\/a> everyone who needs to take action will be instantly assigned and due dates set, according to your settings.<\/p>\n<h3>Assign users to tasks on active workflow runs<\/h3>\n<p>To assign users (or groups) to the tasks in a workflow run that is already active, you need to first find an active workflow run.<\/p>\n<p>You can search for workflow runs in either your <a href=\"https:\/\/www.process.st\/help\/docs\/reports\/\">Reports<\/a> tab or via links in your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">Library<\/a> or <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folders<\/a>.\u00a0In the example below, we&#8217;re starting in Reports and choosing a workflow run from the default saved view &#8220;<strong>Assigned to Me<\/strong>&#8220;.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16369\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/task-assignment-assign.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Click on the name of your workflow run to open it and then click on the <strong>task<\/strong> you want to assign a user to.<\/p>\n<p>Next, click the &#8220;<strong>Assign<\/strong>&#8221; button at the top center of your screen.\u00a0Use the search box which opens to search for a user or a <a href=\"https:\/\/www.process.st\/help\/docs\/group-permissions\/\">group<\/a> in your organization then click their entry to assign them, as shown above.<\/p>\n<p>You can add more users or groups to the same task, so repeat this as many times as you like.<\/p>\n<p>Assigning a user or group will send an <a href=\"https:\/\/www.process.st\/help\/docs\/email-notifications\/\">email notification<\/a> to that user (or all users in a group) to let them know they have been assigned to that task\/s.<\/p>\n<h2>Viewing assigned users<\/h2>\n<p>You can see the users assigned to a task by their profile picture or group icon.<\/p>\n<p>If multiple users or groups are assigned to a task, only one image will be shown but a number will overlay the image telling you how many assignees there are.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13060\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/assign-task.png\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>Unassigning users from tasks<\/h2>\n<p>To unassign a user or group from a task you need to click on the icon for assigned users, then click the &#8220;Remove user&#8221; icon next to their entry, as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-13061\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/remove-assignee.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>This method applies to unassigning users on active workflow runs and inside your workflow when editing it.<\/p>\n<p><strong>Optional:<\/strong> Once you&#8217;ve pre-assigned a user, you may also want to add a <a href=\"https:\/\/www.process.st\/help\/docs\/dynamic-due-dates\/\">dynamic due date<\/a> to the task so they get notified when it&#8217;s time to work on the task, and when that task becomes due.<\/p>\n<h2>Email notifications<\/h2>\n<p>Users will receive an <a href=\"https:\/\/www.process.st\/help\/docs\/email-notifications\/\">email notification<\/a> for these events:<\/p>\n<ul>\n<li>When they are assigned to a task or a workflow run<\/li>\n<li>When a task they are assigned to is due<\/li>\n<li>When\u00a0a hand-off occurs from a <a href=\"https:\/\/www.process.st\/help\/docs\/stop-tasks\/\">Stop Task<\/a><\/li>\n<li>When a task they&#8217;re assigned to is <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\">approved<\/a> or rejected<\/li>\n<\/ul>\n<p>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.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10417\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/Youve-been-assigned-email.png\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>Slack notifications<\/h2>\n<p>You can use our <a href=\"https:\/\/www.process.st\/help\/docs\/slack-app\/\">Slack app<\/a> to send all your notifications to you, directly in Slack. You can also work on tasks, <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\">approvals<\/a>, and complete workflow runs straight from Slack, without needing to open Process Street or check your emails.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10418\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/Slack-for-notifications.png\" alt=\"\" width=\"100%\" \/><\/p>\n<h2>Microsoft Teams notifications<\/h2>\n<p>You can use our <a href=\"https:\/\/www.process.st\/help\/docs\/microsoft-teams-app\/\">Microsoft Teams app<\/a> to receive task notifications, directly in Teams. You can also work on tasks, <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\">approvals<\/a>, and complete workflow runs straight from Teams, without needing to open Process Street or check your emails.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16370\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/task-assignment-MS-teams.png\" alt=\"\" width=\"100%\" \/><\/p>\n","protected":false},"excerpt":{"rendered":"<p>You can assign users and groups to tasks in your workflow runs, which effectively gives them responsibility for those tasks. This is a great way to ensure that the right colleague is working on the appropriate tasks. When a workflow is run with task assignments built-in, or when someone is assigned to a task in [&hellip;]<\/p>\n","protected":false},"author":3,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Workflows","footnotes":""},"ht_kb_category":[168],"ht_kb_tag":[246,312,313,314],"class_list":["post-5772","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-run-workflows","ht_kb_tag-assigning","ht_kb_tag-due-dates","ht_kb_tag-task-assignments","ht_kb_tag-task-due-dates"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5772","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/3"}],"version-history":[{"count":3,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5772\/revisions"}],"predecessor-version":[{"id":9086,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5772\/revisions\/9086"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5772"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5772"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5772"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}