Plan: Available: All plans
Users: Not Available: All users, User Group Permissions Available: FYI Admins
Practice Management Source: Available: All sources
A task can be assigned to one user or left unassigned. To make an unassigned task available for anyone in a team to complete, use a shared Tasks View. 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 Tasks View
Before creating the shared Tasks 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". An FYI Admin or a user in a User Group with Permissions enabled for Views can then create the shared Tasks View.
To create the shared Tasks View:
- Create a Tasks view that includes the following columns and filters:
- Team: Filter to the relevant options. For example, filter to "Admin".
- Assignee: Filter to "Blank".
- 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 assigning 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 open the task from the shared Tasks View and select their name in the Assignee field in the task drawer.