[Status: Launched! ๐Ÿš€] Ability to Assign Tasks to "Generic" or General Assignees

Please add the ability to assign tasks to a generic or general assignee rather than a named user.  We have tasks that we assign to a vendor, but not to a specific resource.

I suppose the workaround may be to just add a "dummy" user, but that does not look "clean".

 

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A use case for being able to add assignees without email addresses (e.g. outside companies, external vendors)

I'm trying to use Wrike outside of a business environment as an organisational tool to manage goals and treatment of multiple complex health conditions which I am supported to manage by care teams, doctors, occupational therapists, physiotherapists etc. So far I love how it works, I can make each health condition a folder, assign the same project (e.g. treatment course) to multiple health conditions (folders), I can add meeting transcriptions, referral letters, notes on phone calls etc.

I want to use Wrike as a tracking and organisational tool. I want to be able to assign ongoing tasks to the teams so that I can keep track of the progress of projects (Treatment courses). If a task has sat with a medical team for a while with no progress I may need to chase them up, ask them to complete tasks, find out what's happening. Other medical teams may ask me "What's the progress on x treatment" and I need to be able to quickly say " I'm waiting for blood results from X team" or "I'm on a waiting list with Y team" I need to be able to assign tasks to these medical teams (sometimes multiple teams) without intergrating them into Wrike. 

My current use case is that I'm in a "Project" with two phases (folders). "Get under the care of X Medical Team"  and " Be prescribed Y medication by X team" in a "Folder" (named "X illness)

A dependency based list assigned to general/outside assignees might look like:

ME: "Call GP and request referral to X team"

GP: make referral

X Team: Process referral and send ME intake forms

ME: Complete and return intake forms from X-Team 

X-Team: Add ME to waiting list

(Lag time: 6 months)

X-Team: Send Intake appointment letter to JG

ME: Confirm appointment

ME & X-Team: Attend intake appointment.

I don't have the ability to add these medical teams as users in Wrike, it wouldn't be appropriate, and it's often multiple people in an organisation so there wouldn't be a single email address anyway. I don't need the teams to be informed of active tasks via Wrike, but I do need to be able to check the status of a project and say "Ah, the current active task is assigned to X medical team, and there's a 6 month lag before I can begin my next task."

Any tips on how to manage this would be great. So far I have each team as a folder under "Team" with each department/organisation in sub folders which is useful to open their file and see related/tagged tasks but doesn't quite do what I need. I can't assign a task to a folder "to complete", just store it there or link it there. 

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Hi everyone! Thanks so much for your continued support and very valuable use-cases here ๐Ÿ™‚ I've changed the status to "In the making" here as there are releases scheduled for this quarter that will cover the request. Very exciting! 

Please stay tuned for more updates regarding this and thank you again for all your comments! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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+1 vote for this feature! It is an absolute necessity for the way we work. My team often has 25 or more members actively participating as part of a project team, so having to list them each individually is extremely time consuming (& annoying to be honest). Would love to be able to create groups & sub groups based on types of projects they work on & just assign that group whenever a project they work on is created. That would save so much time on our end! ๐Ÿ™

 

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Has this been released yet? Sounds like it was planned to be released in Q3 this year. Thanks in advance for the details!

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Really hoping this feature gets released soon... Is there an update on when it is planned for? 

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Will you be able to set how many people are in the group?

E.g. I need to assign a task to the Paint Team, which has 15 members.

This would be really useful for planning and being able to see clashes/peaks in workload.

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Hi everyone! Thanks for your support here! 

I'm very pleased to let you know that we have Job Roles now - please check out the Help Center article if you haven't already. This new grouping category in Wrike allows you to do a lot from what you've suggested here. Our team will continue to improve the feature, and for that reason, I have a couple of questions from the team - it would be great if you could answer them ๐Ÿ™‚

  1. When assigning a role as a placeholder with effort set, would you expect this to instantly affect the departmentโ€™s capacity (should capacity decrease)? Or would you expect the capacity to be affected only when people, not job roles, are assigned?
  2. When managing work for vendors, do you need to set rates for them and track time on their behalf or complete tasks? And is it fine for the Project Managers to make actions for vendors in Wrike but on their own behalf? (for example, track time in vendorโ€™s tasks without logging in as a vendor)?
  3. When work is assigned to a job role, do you expect someone to be notified? Who and when?
  4. When youโ€™re estimating a projectโ€™s budget, and you know which roles are required but youโ€™re not sure yet what exact levels (junior/middle/senior) of those roles are needed, what rates would you use?

Thank you!

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Hi Lisa,

 

This is very exciting. Looking forward to playing around with roles. To answer some of your questions from our POV:

  1. The way that we use Wrike, we would expect the capacity to only be decreased once a specific person is assigned to the task, not just the role. Assigning to the role is affectively a request for a resource and we solve this by potentially shifting the timeline forward or backward if possible.
  2. Not applicable in our case
  3. Ideally the "resource manager" would be notified. In our case, this might actually be a group of people - the team manager plus our resource manager who is centrally responsible for allocating all resources for all projects.
  4. Not applicable in our case 

Hope that helps!

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Hi!

Very excited about this as well. Answers below from our POV:

  1. We would only expect the capacity to be affected only when people, not job roles, are assigned.
  2. N/A
  3. As Marek noted, this could be interesting to have the Resource Manager/Project Manager get updates on this. Ultimately a Dashboard view of work assigned to the role is most important for us though.
  4. N/A -- we don't do our budgeting in Wrike as of right now

 

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Hiya! So glad this feature is finally here! 

From our POV:

  1. I would like the department's capacity to be affected when a role is assigned to a job. Presumably capacity would not be double accounted when a person from within that department is subsequently assigned.
  2. Yes and yes! 
  3. It would be helpful to have a "manager" for that department to be notified when work is assigned to their department. 
  4. N/A

Thanks!

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Thanks for responding so quickly ๐Ÿ™‚ I passed your feedback to the team! I'll keep you posted here! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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We're disappointed that this feature requires an additional paid add-on (Wrike Resource) that would *signficantly* increase our annual expenditure for Wrike. We'll evaluate Wrike Resource, but for the most part we don't need everything this add-on offers, so it may be cost-prohibitive to use the add-on just for the feature that supports job roles.

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I concur with Laura, we just had to ask Wrike staff to aid us in gathering usage statistics so we could prove Wrike's buy-in among our team, of which we are all using it daily, but none of the features in the Resource add-in, with the exception of this singular feature - would ever be of use for us, and therefore we can't justify the increase whatsoever. It's a disappointing shame and hostile to companies that have waited patiently and concocted vast workarounds to mitigate this gap in functionality. We were so excited to see that our upvotes got somewhere, only to have that built up loyalty dashed a sentence later in the announcement that we'd have to pay more for something we've been in need of.

I ask that you re-evaluate how this feature is implemented. 

 

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So there is a solution to the problem, but WRIKE has decided to incorporate the feature into the ressourcing add-on?
Can someone help me understand the thought process behind this? Why is the assumption that this functionality would only be needed when you use Wrike for ressourcing? What if you have a vendor that you ned to assign as a group?

Between this issue and not being able to select work from different folders to be incorporated into one widget on the dashboard I'm not sure that Wrike is moving into a direction where the tool is useful as a PM tool going forward.

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Agree with Laura, Joey, Jessica (and hundreds of users who have not spoken, i'm sure).

Wrike is an EXPENSIVE tool - and basic features like generic (pre-)assignments to a team should not be an additional expense.

There are several silly niggling tidbits in the feature set, like this one, that prevent me from wholeheartedly recommending Wrike to others.

And to be clear - it's not the fact that niggling tidbits exist - it's how Wrike handles them that is unsatisfactory...

They are either ignored for years (apparently in favor of developing more paid add-ons), or only solved with paid solutions.

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Lisa is there an update for the requests/comments on this thread?

Best,

Jessica

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Hi everyone! Thanks a lot for bringing this up here! I've checked with the team and here's how it looks right now:

- Job Roles release in October 2019 is an early iteration which does not yet have all the capabilities the team's envisioned for the feature
- the existing capabilities are focused solely on the resource management use-cases, specifically project staffing based on required and available resources and it is facilitated by Workload Chart feature which is available in Wrike Resource
- the team are improving the feature and its penetration across Wrike, and they are also collecting additional requirements and eventually, it may be bundled in a different way, however no specific ETAs or firm plans in regards to that. This is why your feedback is very important, so if you have any more use-cases to share, please do, we'll continue passing it to the Product team. 

Thank you! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Hi Lisa,
Are there any plans to expand this out to allow User Groups to be assigned at the Project & Proof Review Levels as well? Tasks are very superfluous to my team's workflow, we have found that assigning very single task for each project to be overkill & time consuming. My team would function much more efficiently if project owners were able to be assigned & tagged on both projects & proof reviews.

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Hugh

Hi Kevin Karl, there are currently no plans to implement this suggestion, but this use case has been passed on to the Product team. If there are any updates, I'll let you know.

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