Assign specific user to role on all project tasks

[SethSk]

I've got a template set up where I have several tasks assigned to a Designer, Brand Manager, or Copywriter. Is there a way when setting up the template to easily replace all of the Role placeholders with a specific user? I've seen this before on Workamajig, but I can't figure it out on Workfront. Seems like I'd have to bulk edit the tasks in question (which wouldn't work very well with tasks that have multiple assignees). Seth Skinner Focus Brands

[JillAc]

The assignments happen after you turn the template into a project. Once the project is setup, click on Scheduling/Actions where you can assign users to each role for the entire project.

[AnnaDe]

I have been wanting this for years! We set up all our projects through templates with job roles and have never know about this. I went into a project to test this and I can't find where Scheduling/Actions are. Can you guide me through the steps to do this task? Thanks, Anna Anna Deike Gustavus Adolphus College

[JillAc]

Sorry I described this wrong because I'm in the New Beta. In Classic Workfront from a Project, click on Staffing, then Scheduling, then Actions. Here is a screenshot

[AnnaDe]

Thanks Jill this was helpful! This will save us a ton of time when processing requests into projects. Now all I have to do is figure out how to give the correct people access to the projects because I don't have my templates set up correctly. :) Anna Deike Gustavus Adolphus College

[JillAc]

Anna It's worth every minute of your time to get the templates right so that you don't have to struggle with each project individually. Understanding the access levels and also the overlay of how sharing impacts access is complex and I have found trial and error until you get it right. Good luck!

[AnnaDe]

Jill, So I have been trying to give access to all the people who have a role of "client" to be able to do this but not everyone who I have set up as client shows up. Can you guide me to the place I add client to people so they show up on a client list in the project? Thanks, Anna Anna Deike Gustavus Adolphus College

[JillAc]

Are they licensed users? Only licensed users can be assigned to a task.

[AnnaDe]

That is interesting that you say this because the people I have as "clients" are all Reviewer licenses. And your statement above is not what is happening for me. About 20 of my 200 "clients" show up in this spot when I was testing the how this works. And they are all Reviewer users. Anna Deike Gustavus Adolphus College

[JillAc]

Hm well I can't think of a reason for that other than to check all of their user settings and access levels to ensure they are identical to each other. Beyond that, I too am puzzled!

[AnnaDe]

Thanks Jill for your time today. I went through and did a global update to make sure all settings are the same on these users. Sounds like I should put in a help ticket. Anna Deike Gustavus Adolphus College

[AnthonyIm]

Hi - make sure you go to the settings gear and turn off the first two items. The first one is so that you can swap with someone who doesn't have the exact same role (i.e. the template says Art Director and you want to swap that with Sally who is a Jr. Art Director.) The second one is to pick people from other group. Not sure how your structure is setup. For us, groups are agencies. So if two agencies are collaborating on a project, they will have to have this turned off. Anthony Imgrund FCB

[TracyPa2]

I was very excited to see this option as I have been clicking on every task in the project and assigning them through the edit menu. BUT tried to use it today and only 2 names populate for designer instead of the 12 that should be there. The 2 that show up are planner licenses and the others are worker licenses. Could that be anything to do with it? They are all set up as designer role in their user menu and they populate on all other menus. Tracy Parmeter Turning Stone Resort Casino