If your practice manages tasks that can be completed by multiple users, for example, Admin or Collation teams, a shared Task list can be created. This allows tasks to remain unassigned so any user with capacity can select and complete them when they are available.
This is a simple way to keep work flowing without needing to allocate tasks to specific users.
Setting up and Using a Team Task View
To create tasks and set up a shared task view, an FYI Admin must create a Category with the 'Available in Tasks' option selected. For example, "Team" with options for each team (eg Admin, Accounting, Bookkeeping). Refer to Managing Categories.
- Create a Task View that includes the following columns:
- Team: Filter to the relevant options. For example, filter to "Administration".
- Assignee: Filter to "Unassigned".
- Apply any other Columns and filters, where required. For example, filter the Subject column that contains the word "collation" to create a view for collation tasks.
- Save the View. For example, "Admin Team Collation Tasks".
This creates a shared list of tasks that team members can pick up when they are available.
When creating Tasks or Task Templates, select this Category and the relevant option from the Advanced section.