[Status: Launched! ๐Ÿš€] Setting permissions on who can mark a task or project to COMPLETE.

Hello,

 

It would be very helpful if there was a way for the creators of a task or project to prevent people from changing the status to complete. It should be something as simple as either the creator ONLY can mark something as complete or both can.

As a supervisor, it gets hard to track what needs to be looked over when people can just mark the task/project as complete.

We tell the staff to mark it "In review" but this is not a sure thing...I would like to limi that so it's clear on my dashboard what is in review so I can mark it as complete when it's looked over.

 

There are some tasks that I would allow them to mark it as complete if it's a small task but I want the choice.

 

Thanks!

 

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I agree there needs to be some customization here. I love the fact that my Clients, collaborators can mark these as complete, in my work flow that triggers an invoice. But i DON'T like the fact that they can change the status from the current workflow assigned to the folder to any of the other workflow status. this causes problems with the Auto Assign process. and things get lost in the abyss!

Please allow Admin or Regular users to set a single workflow to a folder.

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I would suggest the following as the best way for Wrike to get started down this path:

1) Create a new workflow grouping that sits between Active and Complete.

2) It could be called "Review" or Assignor Review or something.

3) The user profile should include a checkbox to that allows user to decide, by default, whether assigned tasks can be COMPLETED by the assignee OR if the assignee can only mark them COMPLETE--FOR ASSIGNOR REVIEW.

4) When a new task is created, the Assignor has the ability to override the default condition by checking a new box inside the task creation window.

Wrike can get moer sophisticated from here, but this, i believe, would cover the majority of the use cases.

 

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@Stephanie, ideally it would not be like a project owner as it would not inherit the setting to subfolders but rather like custom workflows that can be set at a folder level. Like that a person responsible for that department/folder/process can be informed about all status changes in their field.

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@Beat, Okay I think I understand - so regardless of workflow, you want to have someone generally responsible for a Folder and have that person get notifications any time task statuses change from one status to another. If I'm getting that right, we have an email notification setting for status changes, but I'm guessing that isn't what you're looking for?

Stephanie Westbrook Community Team at Wrike Erfahren Sie mehr รผber Wrikes leistungsstarke Funktionen und lernen Sie Anwendungsbeispiele kennen

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IF I could chose manually which folders to follow that might work but right now I can can only chose to get e-mails if on any folder that I had ever to do with had a change of the date, the assigne or the status. This would trigger so many e-mails that this option cannot be used and even our Wrike customer success manager suggested not to use it.

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@Beat, you can actually manually set follow settings for a Folder! Our Help Center has instructions on how to follow a Folder and instructions on how to unfollow a Folder. Check it out and let me know if it helps!

Stephanie Westbrook Community Team at Wrike Erfahren Sie mehr รผber Wrikes leistungsstarke Funktionen und lernen Sie Anwendungsbeispiele kennen

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As all folders I create are followed by default and all folders that anyone shares with me are followed by default I would have to unfollow many folders on a constant basis in order to use the function you are mentioning.

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I would like to be clear about what we believe the minimally "right" solution is to "setting permission on who can complete a task".

1) Even if you allow permissions at folder levels and in other ways, there are two "opposites" that you need to support:

a) In the user profile there should be a new switch that allows the user (in their capacity as Assignor) to default to one of the following: the user can allow the Assignee to mark tasks Complete or only the Assignor can mark tasks complete.

b) In the task itself, the default condition from (a) above can be overridden.

If you permit other levels of default control, such as at the folder level, that is fine.  But (a) and (b) are needed.

2) This would also be helpful.  The assignee should change the workflow to a new workflow called (something like) "Assignor Review" or "Complete subject to Assignor review".  This should be hard coded into Wrike as a new step between Active and Complete.  

The Assignor then can review all tasks that are ready for Completion and either reset them to Active or move to Complete.

Peter Forman 516-717-0000 peter@forman.com

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@Beat Completely understand. 

@Peter Thank you for the additional clarification!

Stephanie Westbrook Community Team at Wrike Erfahren Sie mehr รผber Wrikes leistungsstarke Funktionen und lernen Sie Anwendungsbeispiele kennen

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YES PLEASE!!!!

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Add my vote for setting restrictions on being able to mark complete and also being able to change the date for external users.  Is there any timetable for this change being made?

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This is a huge deal for our accounting team.  They want to use wrike but can't if users can mark items complete.  Its a SOX compliance issue

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Setting permissions for who can update a workflow status would be a really great feature.

Ideal setup for this for our use case is that when you're in the workflow setup you can also set who has permission to move a task into a workflow status, similar to the functionality that's already there for which status you can move a task to from the current status.

So, a Designer could be given permission to move a task into To Review and a Project Manager could have permission to move tasks into Complete.

You could even go another layer and set who can move tasks into and who can move tasks out of each Workflow status.

This would solve a lot of the challenges described in the thread so far.

Thanks!

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@All Update on some of the requests that are mentioned here :). We recently added fixed and flexible workflows to labs. If you create a fixed workflow, users are only able to change the task status to statuses within the applied workflow (they won't see statuses from any of the other workflow). 

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Add my vote for setting restrictions on being able to mark complete.  it sounds like they added flexible workflows to labs but that doesn't mean it's changed permanently

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add my vote, please

 

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@Anna @ะ“ะปะตะฑ If you guys could click the +1 button on the original post on this thread that would be great! It'll track your vote and that's one of the data points we share with the Product Team. 

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@Stephanie, any update on this?  Assignees marking their own tasks complete is just bad workflow.

I wish i could understand why this isn't a priority.

Don't Wrike staffers have this same challenge (risk) when they assign tasks to others?

Could we get some type of update?

Many thanks

Peter Forman

(For details on my request, please see my prior posts)

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I agree with wanting the ability to mark "Complete".  And also would like to be able to assign folders vs. having a folder owner or sharing.  

I added a "Provisionally Complete" step in the active area of my workflow, and made that step the same color as the "Completed" step. 

The Provisionally Complete step is automatically assigned to me (can be whomever should be authorized to "complete").  I then review whether the work is truly complete.  

Hope that helps - it seems to work fairly well for me.  

 

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Hi,

do we have any information when it will be implemented? Hope it will be as soon as possible, maybe next week?

Today I noticed that every Collaborator could change task's status even he/she is not an assignee. 

On your website is no information about this disadvantage. It's an unpleasant surprise and it will make our work harder.

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@Emilia I don't have a roadmap update on this, but in terms of the screenshot you shared - we definitely want to make it clear what rights Collaborators have. Would it be helpful to move the fourth bullet point about changing a task's status up to the top of the list?

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@Stephanie, respectfully, I think you are missing @Emilia's point.

While the collaborator has the right to change a task's status, it is right to change it to Complete that is the problem.

Changing it to other any other status isn't the issue.

I just still don't understand how/why Wrike has not addressed what seems to be a major problem--allowing any Assignee (regardless if user or collaborator) to change a task to Complete.  Only the Assignor can judge whether a task was completed to his/her satisfaction.

My recommended specs for doing so can be found elsewhere in the thread.

Thank you and respectfully,

Peter Forman

 

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Dear @Stephanie,

I think there is needed more clarification not only switching queue of bullets. "Change task's statuses all shared not only assigned" or something like that. My experience suggests me that logical solution is to change status only when I'm Assigned not only the Watcher. I didn't expect that will be allowed do that. Made wrong assumptions for my implementation because of luck this information.

I hope in a future will be more universal solution than those wich @Peter Forman suggest. I'm thinking rather about parameter by default for instance "Collaborators could change status, even not assignee" and the second parameter on task "Allow status change by all who is able to see that task".

Kind regards,

Emilia

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Stephen

Hi all, really appreciate the feedback provided here and it all makes sense. The Product Team is aware of the idea and once we have more concrete information to share I'll be sure to share here.

(To make it clearer on the Knowledge Base, we'll work to add more information to the current Collaborator permission page just so it's a little clearer to everyone from the get-go.)

As a workaround of sorts, has anyone tried the Limited Workflow Transitions in Wrike Labs as Stephanie suggested above? I understand it's not exactly what's being requested here but I think having a feature that lets you specify which statuses are available for a task to transition to next may help here.

Also, I would consider reviewing Auto-Assign based on Status function too. This may help as an alert for the 'Project owner' to be auto-assigned to certain statuses so they can review the change there and then. Also not a direct solution to the request here, but it might help some members ๐Ÿ‘

 

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To take this one step further, it would be nice to set edit abilities to read-only, or full edit set those permissions based on who the task is assigned or shared with.  For example, a team is assigned a task, but one of those team members are assigned to do something outside of the task but should not have the ability to mark the task as complete, add or change existing documents, etc. They are more assigned so that they know the status of the task and can work behind the scenes, and not directly with the tasks.    

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Stephen

Hi all, in case you missed last week's Release Notes, we've released some updates related to this request in our Labs (so you need to be an admin to turn this on). Check out this section about customizing Access Roles.

Thanks for everyone's votes in input here ๐Ÿ‘

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Stephen--

While we appreciate the heads up, this really doesn't address the underlying and critical issue.

The assignor should have the ability (globally or per task) to decide whether or not an Assignee can mark a task complete.

If not, they should mark it, "Complete, Provisionally" or something that then the Assignor can review.

The lab stuff just released addresses a different issue but not the relationship between an Assignor and Assignee.

Why is this taking so long to address?
Can someone from Wrike explain why this request (need) is misguided.

It seems so very (very) fundamental that an Assignee should not automatically have the right to mark a task complete if the Assignor wishes to review tasks before they move to Complete.

Thank you,

Peter

 

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I could not agree more with the original poster and Peter Forman. Any PM needs full control over the granular dissemination of user rights and WRIKE needs to urgently step up their game here. Within Project Management "Complete" means complete, finished, closed done. 

I think what we all look for is a Status that is "Ready for Review" or "Ready for Approval". Once that is available and by default, the maximum status change that a collaborator or any assignee for that matter can trigger, we all sleep a lot easier. Of course you can not expect us to applaud a work around of getting notified if someone, somewhere, somehow decides to change a status to complete. Wrike is supposed to make big workloads bearable and help manage projects by offering intuitive task distribution and tracking. 

If our Product Development team (who requested, invested in and administer Wrike) find this thread, we will have a little earthquake... So far the lack of this feature was assumed to be lack of product/platform know-how. The sad part is, that this feature defines, whether Wrike can continue to grow and truly dominate this space. Otherwise our PMs will return to their old and proven ways with MS Project (they all actually rely on it for the time and resource planning) and their master task tracking spreadsheets and whips...

I also echo the bewilderment that none of the WRIKE staffers come to the same conclusion. Maybe one of the team members would care to give us a use-case how WRIKE ensures all collaborators or assignees are prevented from intentionally or accidentally altering the statuses with potentially dramatic effects.

Is there an overview (like in the MS Uservoice forum) to see voting, status of review, status of implementation?

Thanks,


Dan

 

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@stephen.crowe
We have been asking for this feature for years. Literally years. It is such a fundamental need that I cannot understand why Wrike has not addressed the issue or at least explained to us why this is not one of the highest priorities that they have on the development side. Please share with us how it is reasonable that an assignor cannot control the Assigneeโ€™s completion of a task.
Please please please!
Respectfully, Peter Forman

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Peter, Stephan 

I think both ways are good, It's like choosing which was first: an egg or a chicken. Depends on personal preferences.

Don't understand why after so many years we(admins) doesn't have a parameter in global setup: (1) everyone can change status, (2) only assignor and assignee could change it, (3) only assignee can change status.

It could give in future (when is the future) great opportunity to build matrix for specific statuses.

However, I think regarding the statuses that more important is to allow translate them for other languages, especially in the multilanguage organisation, like mine.

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