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To create tasks that anyone in a team can complete, use a shared task view to display unassigned tasks for that team. Team members can then assign tasks to themselves when they are available.
This is a simple way to keep work flowing without needing to allocate tasks to specific users.
Setting up a shared Task list view
Before creating the shared Task list view, an FYI Admin must first create a Category with the Available in Tasks option selected. For example, create a "Team" Category with options for each team, such as "Admin", "Accounting", and "Bookkeeping".
To create the shared Task list view:
- Create a Task list view that includes the following columns and filters:
- Team: Filter to the relevant options. For example, filter to "Admin".
- Assignee: Filter to "Unassigned".
- Apply any other columns and filters as required. For example, filter the Subject column to values that contain 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.
Creating and completing team tasks
When creating tasks or Task Templates, leave the task unassigned. Select the team category and the relevant option in the Advanced section. For example, select "Admin".
When a team member is ready to complete a task, they assign the task to themselves from the shared task view.