Task assignments
I have a common task I want to assign to multiple staff members, but I need to track completion by each member.
Currently, I create the task, assign to an individual, and then duplicate the task, rename and assign to another individual, etc. I'm doing this for approximate 15 staff members.
My question. Is there a faster method other than duplicating the task, renaming and assigning?
Hi Kelly, thank you for posting your question on the Community! Depending on the type of work being completed in a task, a solution that could work is adding checkboxes to the task description. Team members can then check off their names once they have fulfilled their part of the task, and the progress can be tracked in one place:
Would this work for your use case? Happy to discuss this further and think of other options based on your workflow and processes!
I'd like to be able to track the task by individual. I'm not sure the method your proposing allows me to do this.
Hi Kelly! To clarify, Anastasia's proposed method allows you to keep track of each user's progress on tasks by using the task description itself. When one user is done with the task, they mark the checkbox next to their corresponding name. When the last user completes the task, this last user changes the actual task status (by hand).
Another option you may want to consider is to create a Custom Field for each user, either the checkbox type or the dropdown type. If you use a checkbox type field, the user will simply have to mark the checkbox to show that they've taken care of the task from their end. If you use the dropdown type, the user will be able to choose a status such as "Working" or "Done" from a dropdown menu instead of just a checkbox. As with the first option, the last user to complete the task would change the task's actual status. This method makes it easier to view who has completed what than the first method, simply because you can view the Custom Field values in Table view and you can't do so with checklists from task description.
Also, did you perhaps want to track users' progress for reporting purposes? Because in this case, Option 1 (using checklists) is unusable and you would in fact be forced to go with Option 2. By enabling each user's Custom Field in your table type Report, you'll see each user's progress on each task.
Please let me know your thoughts, or if you have any questions.
Thank you this is very clear now. Thank you for taking the extra time in support of this effort.