Auto Assign Tasks to Project Team Members using Roles

    When creating your project plan, you can define a Role that will be working on each project task. When you add Project Team Members to the project, you can also define their roles. Inspire Planner will automatically assign tasks within the project to the project team members based on role. 

     

    Step 1: Define a Role for Project Tasks

    The first step would be to define the role that will be working on each of your Project Tasks.

     

    Helpful Hint: We recommend defining a role for each of your project tasks within your templates so that new projects created from the template also inherit the role. 


    If you do not see "Role" in the list of available columns within the Project UI, please visit Configure Roles for Project Tasks and Project Teams.

     

     

    Step 2: Add Project Team Members

    Once you've defined a role for your project tasks, you can then add your project team members. Project Team members are the resources who are going to be assigned to the tasks within the Project.

     

    From the Project UI, click on the ViewProject Detail Icon within the Project Toolbar.

     

     

    The Project detail will open in a new tab. Go to the Related Lists.

     

     

    Scroll down the page until you locate Project Teams and click on New.

     

     

    Search for either a User or Contact and then specify a Role. Click on Save when finished. Repeat this step until you have added all of your project team members. If there are project team members with the same role, then the project tasks will be assigned to all project team members with the same role.

     

    If you do not see the "Role" field when adding Project Team members, please visit Configure Roles for Project Tasks and Project Teams.

     

     

    Inspire Planner will automatically assign the project tasks to the project team members you added based on their role. If the project is open in another tab, you will need to refresh the page to see the assignments.

     

     

    Managing Project Teams

     

    If you need to replace a project team member, you can simply edit the existing project team record with a new user or contact. This will unassign the project tasks from the previous resource and delete the equivalent Salesforce Tasks. It will then assign the Project Tasks to the new resource and create a new set of Salesforce Tasks. Please note, however, that if the task status is "Completed", then it leaves the task as is, assigned to the same resource. 

     

    If you edit the Role within a project team record, it will unassign the tasks from the resource and delete the related Salesforce Tasks. It will then assign the resource to any project tasks that have the new role you specified and create a new set of related Salesforce Tasks.

     

    If you delete a project team record, it will unassign the tasks within the project and delete the related Salesforce Tasks.


    Tags

    Project Task ListProject PlanProject Task AssignmentProcess Automation

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