Tasks just got more flexible with PeopleForce! You can now create Shared Tasks and assign them to multiple people, ensuring that any assignee can take ownership and complete them.
This is particularly useful for tasks where responsibility is shared among a team. For example, when setting up a task to provide assets, hardware, or software to a newcomer, you can assign it to everyone in the IT admins team. Any member can then step in and mark the task as completed, eliminating the need to create duplicate tasks or reassign them manually.
This feature simplifies collaboration, reduces redundancy, and ensures tasks are completed efficiently, even in dynamic team environments.
Сreate shared task
Сreate shared task
To create task for multiple employees, complete the following steps:
Go to Tasks > + New task.
Enter a title for the task.
Set a deadline for the task completion by selecting the start and due date from the calendar.
Provide a description and specific instructions for the task.
If the task requires reference materials, you can attach relevant files or include links to documents, articles, or resources.
5. In the Recipient type field, select the Group of employees option.
6. Set the Shared option to create one task for several employees so any of them can complete it.
You can still create individual tasks and select several employees who will each receive their separate tasks. To do this, select Personal > Group of employees and avoid manually creating one task for each employee.
7. Select names from the dropdown list of employees to whom you are assigning the task.
Shared tasks can be assigned to up to 10 people.
8. After filling in all the necessary details, click the Save button.
Create shared tasks in the workflow
Create shared tasks in the workflow
Shared tasks can also be included in your workflow. You can add them as follows:
Go to Workflows and click + New workflow to start creating or select one already created to edit.
If you create a new workflow, enter its name and description and set a trigger.
To add an action to your workflow, click the '+' icon within the trigger field and select Create a task option.
4. Enter a title for the task.
5. Specify when this task is to begin, such as 1 day after the workflow is triggered.
6. Set a deadline for the task completion by the due date.
7. Provide a description and specific instructions for the task.
If the task requires reference materials, you can attach relevant files or include links to documents, articles, or resources.
8. In the Recipient type field, select the Group of employees option.
9. Set the Shared option to create one task for several employees so any of them can complete it.
You can still create individual tasks and select several employees who will each receive their separate tasks. To do this, select Personal > Group of employees and avoid manually creating one task for each employee.
10. Click + Add assignees to include up to 10 employees who can perform this task.
11. You can enable substitutions for assignees when they are absent and select a replacement performer. So, if the assigned employee is on leave when the task is created, it will be reassigned to their substitute.
12. After filling in all the necessary details, click the Save button.
Allow substitution for task performer
Allow substitution for task performer
When configuring a task action within the workflow for automatic task creation, you can now enable substitutions for initially assigned task performers. If an assigned employee is on leave when the task is created, it will automatically be reassigned to their substitute. So, work keeps moving, avoiding delays.
Substitutions are available for both personal tasks and shared tasks. To configure substitution, you need to do the following:
Open task creation or editing menu within the workflow.
Enable substitutions in the corresponding field.
Select an employee to substitute the initially assigned one. A new performer can be:
Manager
Manager’s manager
3rd level manager
Specific employee
Employee reference field
4. Save the task when all settings are done.
The substitute will receive task notifications just like a regular assignee, ensuring they stay informed and can act promptly.
Get notifications
Get notifications
Once a task is created, all assignees receive a notification in their Notification bar and To-do widget on their Home page.
When someone from the assignees completes the task, the task creator and the rest of the assignees receive notification about it.
