How to assign all users to a task? | Community
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A
Anonymous
May 10, 2023
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How to assign all users to a task?

  • May 10, 2023
  • 2 replies
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Hi all,

 

I want to be able to add all active users to a task for a company social event, but it appears you can't assign to a group, just a team. I don't want to use the teams option as they will go out of date for future events, so won't contain all staff.

Is there a way of applying all active users to a task without listing them all one by one please?

Thanks

Matt

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Best answer by Madalyn_Destafney

Hi Matt, have you considered using Teams? Since you mention there are other events and internal tasks that you'd have aside from this one social event, it could be useful to split up these ~55 people on different Teams attached to their profile and assign these kinds of tasks to all Teams. If you have 10 Teams, for example, still easier than assigning to 55 people : ) Having Teams can also open up other kinds of reports across your projects/hours/etc. If you already use Teams, then I'd add all the existing Teams that encompass everyone, and then if you have any stragglers not technically on a Team (like leadership for example), then you add those individuals with the Teams to the task(s).

2 replies

Madalyn_Destafney
Community Advisor
Madalyn_DestafneyCommunity Advisor
Community Advisor
May 10, 2023

I'm not aware of something like this. How many people are we talking? How will they be using the task they're assigned to? If it's something you want them to track time to, for example, you could share the project itself with the Group and they can track time to the project and pin it to their timesheets. 

If this helped you, please mark correct to help others : )
A
Anonymous
May 10, 2023

Hi Madalyn,

This particular task is a company social that we still need to record time for and is contained within a project that holds lots of internal tasks to timesheet against. They already have access to it, but do this so that it adds to their schedule and their home work list so they don't have to go searching for the correct code.

At the moment we list everyone individually against the task(s) as needed, but was hoping their was an easier method, like when you send an email to a distribution group. The group is maintained to contain the correct people, so you don't have to look up who should be included. Saves accidently missing people as well, especially if they're new starter and the person adding to the task isn't aware of them.

Anyway, we're only talking about 55 people, so we'll have to manage for now.

Thanks

again for your help.

Matt

A
Anonymous
May 11, 2023

Darn. At this point, probably would have taken less time than to add 55ppl to a task haha. Since you’ll have future events/tasks that require this, I say you add all the people on this one, then for future you copy the task and rename, revise the ppl from there (delete anyone that has left, for example). You’ll at least have the bulk of users already there.


Haha, yes, I've done it all manually now. We have things like this 3 or 4 times a month so didn't want to manually do it. I know at some point I'll miss someone.

Anyway, it's all good, it's not the end of the world doing as you suggested, so thanks for your time on this.

Until the next time...

Matt

    Kundanism
    Kundanism
    Level 10
    May 11, 2023

    Hi @17635835 

    I agree with @madalyn_destafney . Even I see the team assignment will work, once the event is completed either remove the users or delete the team. It would be really good to know some other way to resolve this scenario. May be other community member can suggest.

    RandyRoberts
    Community Advisor
    RandyRobertsCommunity Advisor
    Community Advisor
    May 11, 2023

    The hour splitting rules in Workload Balancer are:

    Multiple Teams don’t affect hours allocation division

    Multiple Assignees (Users) do affect hours allocation division

    Multiple Roles don’t affect hours allocation division*

    *If a new assignee is added that has a role that’s already listed, the hours for the role and user will combine and NOT be divided

    *If a new assignee is added that has a role that has NOT been listed, the allocated hours will split(divide)

    A
    Anonymous
    May 12, 2023

    Thanks Randy, very useful!

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