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Two Project Setup Questions re: Incorrect Role Assignments

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Level 9
One of the ways we gave our staff a quick view of who is on a project and what role was via a custom report that sits on the project in its own tab. However, I'm running into some struggles with how the project is displaying the information. Here's an example: This project has had tasks removed prior to it being turned live. The project coordinator task is being completed by Melissa Vinje - but its showing her as a List/Data Analyst. (the task assignment is to a project coordinator). In a similar fashion, the content specialist is listed as Gina Smith but she has multiple roles - the first as a marketing lead (incorrect), the other as a content specialist (correct) and the third to conduct QA review as a QC Content Reviewer (incorrect). However, the project is converting the task assignment role to whatever Gina's primary role is (content specialist) instead of letting her 'fill' the multiple roles. Which means in the second screen shot - we have no idea who the marketing lead is, or who the QC content reviewer is. It shows two other people as a project coordinator - when they're not even assigned tasks. So my questions are: 1. How can I keep WF from 'converting' a task to a different role type when it is filled by one person? I want it to show each role with the correct assignment - so Gina Smith as marketing lead, as content specialist, and as QC Content Reviewer. I dont want it to change all tasks to a 'content specialist' role just because Gina is completing the tasks. 2. How can have people that are no longer assigned a task, removed from showing a part of a role when they no longer have any role to complete? I do not want Bridget Dickey showing as being assigned a role of Project Coordinator when she is not on any tasks.
7 Replies

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Level 9
Does anyone have a text mode that can correct that? This is what it is now, which does not show the assignment: displayname=Project Team listdelimiter= listmethod=nested(projectUsers).lists textmode=true type=iterate usewidths=true valueexpression=CONCAT({user}.{name}," - ",{user}.{role}.{name}) valueformat=HTML widths=300

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Level 2
Are the users already in, just with missing / incorrect roles? How many users / roles are you looking at? If there aren't tons, and the users are in, the easiest fix is probably just to bulk edit the users for role. Otherwise - hopefully has some code for you. Aidan Grey Tri-State

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Level 10
For your second question, and the text mode you provided: this is specifically looking at the "project team" (which is shown in the Staffing tab -- People subtab). When you remove someone from a task, they will remain on the "project team" until you remove them from this tab. This tab also drives your users' "Projects I'm On" tab--so if someone is accidentally left in the People tab, and then the project is made into a template, and then the template is used to create a number of projects, that user will start to show up on a lot of projects that they are technically not assigned to. You cannot correct the text mode. You can only maintain good practices which is to consistently check your People subtab (or remove users using your People subtab) when setting up or changing a project assignment. -skye

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Level 10
Christina: did you ever get your first question answered? I noticed this was an old post. If not, for your first question I see that your column is set up to deliver for the role of the person assigned to the task. This role is always the user's primary role, and doesn't reflect the role on the task. For that, you actually need to select the task role, not the assigned to role. I can get more specific if you weren't able to resolve this problem earlier. -skye

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Level 9
Hi Skye! No, no such luck on the first question. We are having an issue where its not showing the task role - just the users primary role assignment in their profile. (at least I think so?). For instance in this project, Aishling's role is the QC Content Reviewer. However she's showing as a project user of 'Copywriter'. In our agency, people have multiple roles so both Tara and Aishling do have the role of Copywriter in their profile. However, there's always one copywriter and one QC person. (they also both have QC listed in their profiles). I just can't understand why its defaulting them both to Copywriter - so it appears to others that there's no QC person based off a project users glance. I've made sure her assignment is correct: But it still shows up as copywriter:

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Level 10
You're showing me two different columns there. For the second column the solution would be to use the task role id field in place of the assigned to role name. (change the role ID to a role name through text mode of course) For the first column, your project team column that shows all the team members, there's not really a way to show which role they were assigned in the project. Your text mode for that column is again, pulling from the team member's primary role: this is not the same as their assigned role in the project. You would be better off reconsidering what you're showing in that column. Sounds like it's not useful to show the primary role (which is what is being displayed by using user.role.name). In my opinion, collections (nested lists) might be a bit of a dead end for this, so maybe explore some summary tab task reports grouping by project name, assigned to user name, and task role name, instead. Sorry. -skye

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Level 10
PS: the only reason I consider collections a bit of a dead end is that the only other collection you could access that has this info would be on the tasks. You could set up a column looking at the tasks and report on the assigned to name and task role name for each task. But if a person is assigned multiple tasks with the same role, they will show up multiple times. I can't really see any other way to access your information in a project team / task role format other than the above mentioned task report summary. -skye