Auto Assign Mode

Inspire Planner users are able to automatically assign project tasks to resources using Project Teams and roles (for more information, please see Auto Assign Tasks to Project Team Members using Roles). With the Auto Assign Mode feature, users can specify when the task assignment takes place - immediately, on demand, or when the task is ready to start.

Please see Admin Guide - Auto Assign Mode for instructions on how to enable this feature in your Salesforce org.

• Immediately - when Auto Assign Mode is set to this option, the task assignment occurs as soon as you create project team members and populate roles. The related Salesforce Tasks are created immediately. You will see the assigned resources' names in the Assigned To field.
   
• On Demand - when Auto Assign Mode is set to this option, the task assignment occurs when you set "Execute Task Assignment" to TRUE. This means you can create project team members and populate roles, but the related Salesforce Tasks are only created when you set "Execute Task Assignment" to TRUE. You will not see the assigned resources' names in the Assigned To field until the task assignment is executed. When you are ready to assign the tasks, simply set "Execute Task Assignment" to TRUE. 
  
  When you set "Execute Task Assignment" to TRUE, Inspire Planner looks for project tasks where the role is populated and automatically assigns them to project team members with the same role. As soon as the process is done, it sets "Execute Task Assignment" back to FALSE. This means that if you add new project team members or edit project team members and roles, no further task assignment will occur until you set "Execute Task Assignment" to TRUE. This allows you to tell Inspire Planner when to create the related Salesforce Tasks. 
  
  Please Note:
  - Execute Task Assignment can only be set to TRUE if Auto Assign Mode is set to "On Demand".
  - Flows can be used to customize how this works. For more information or for a design consult, please reach out to your Customer Success or Onboarding Manager.
   
• Ready to Start - when Auto Assign Mode is set to this option, the task assignment occurs when project task "Ready to Start" is TRUE. This means you can create project team members and populate roles, but the related Salesforce Tasks are only created when the project task "Ready to Start" is set to TRUE. You will not see the assigned resources' names in the Assigned To field until the task assignment is executed. For more information on "Ready to Start", please see Ready to Start.
  
  Please Note:
  "Ready to Start" defaults to TRUE for Project tasks without predecessors. This means that if Auto Assign Mode is set to "Ready to Start", all project tasks without predecessors are assigned immediately.
   
• Blank - if no value is selected in Auto Assign Mode, then the task assignment occurs immediately (same as setting Auto Assign Mode to "Immediately").

Considerations:

• Changing the auto assign mode for in-flight projects will not trigger a retroactive task assignment. This means that if auto assign mode was set to "On Demand" or "Ready to Start" and you switch it to "Immediately", it will not create assignments for existing project team members and tasks. It will only assign immediately for new project team members or tasks created/edited.

Task Assignments and Notifications

When the project setting called "Send Task Notification" is TRUE on the project, a task notification email is sent to the assigned user as soon as the Salesforce Task is created.

For contacts, they only receive task notification emails when both "Send Task Notification" on the project is TRUE, and the "Enable contact task assignment" setting is enabled in Inspire Planner Settings. For more information, please see Task Notifications and Reminders.

The Auto Assign Mode determines when the task is assigned and the related Salesforce Task is created. This means that the assigned resource only receives the task notification email when the task assignment takes place.