+60
Completed

Add the ability to assign tasks to more than one person

Anonymous 2 years ago in Feature Requests / Tasks • updated by Irwin Kwan 1 year ago 38 4 duplicates

A task sometimes needs more than one person to finish, or more than one person can do it.

Answer

Answer

Thank you all for your feedback!


Multiple Assignment is now live in Redbooth, and we look forward to hearing more feedback from you all!


You can find out more at this Help Center article here.


And our blog post about Mutliple Assignment here.

Duplicates 4

This is crucial!!!!


We have multiple users attending one task, the only way is to @ each person however if only 1 person is assigned the task, the other users sometimes get confused and disregard the task completely.

But I would say: 1 "Task owner" and "Coworkers" to avoid responsibility diffusion!

+5

But I would say: 1 "Task owner" and "Coworkers" to avoid responsibility diffusion!

Furthermore: otherwise e.g. 3 people have the task, but who is accountable? If you see just the task someone else is doing and you have a question about it, who do you ask if it is for instance urgent or want to speak in person.

Would definitely be great for self-organisation. Although I would substitute "department" by "team".

The functionality would be great for smaller companies, where a task needs to be completed by a department rather than a specific person in that department. We have issues with it getting assigned to one individual, but that individual may not always be there and the other people in the department are just as capable of solving it.

Gathering feedback
+2

Hi All,


We are starting to take a look at adding this feature into Redbooth, but would really like to hear more from our customers on how they plan to use the ability to assign a task to more than one person. So far, we've heard a few different ways that you would want to assign multiple people to tasks, whether it's to a department or for a large task that needs more people working on it. If you could give more specific examples, that would be really helpful, and would help us make the product better for you and your teams!


In your examples, can you also tell us a little bit about why multiple assignment is important to you? How does it fit in with your workflow and processes?


We really appreciate and value your input, and it drives us to create the best possible collaboration and task management platform for you, our customers!

We have multiple part-time employees, all fulfilling tasks and communications on any given day. If a task is assigned to a single person, and that person gets sick, the task could go unanswered for days.


It looks like this is already in process, but I'll throw in my two cents. My needs may be simpler than others, but here are the two ways I would like to use multiple assignment:


1) A task needs to be completed by someone, but it could be one of several people. I would like to assign the task to 3 different people and select an option that only one person needs to complete the task. Then, if person A completes the task, the entire task is marked as completed.

2) A task needs to be completed by multiple people, ie weekly timesheets. I would like to create a single task, "timesheet", assign it to 45 people, and select an option that everyone needs to complete the task. The task will remain incomplete until all 45 complete the task, but would not show up on the dashboard of those who already completed their timesheet.


Thanks!

Hello! I work for an accounting firm and we complete cost report reviews for healthcare providers to ensure compliance with Medicaid regulations. At the beginning of the busiest time of our year, we receive around 300 cost reports that are then assigned among our staff accountants to complete the initial review of the cost report information. Once a staff accountant has completed the initial review of the cost report, the review is submitted to a senior accountant or manager to look over the work completed to ensure quality and necessary areas of risk have been addressed. Therefore, each of the 300+ individual cost report reviews always has at least two staff assigned to it- one staff accountant and one manager or senior accountant that acts in an oversight function to check the work.


The cost report reviews we work on also have several phases that must be stepped through before we can call the review complete. For instance, standard testing of the cost report information is completed by the staff accountant, then the review is submitted to the senior accountant or manager to do a check of the work. If the manager or senior accountant finds errors, there may be corrections for the staff accountant to make on the file so it would go back to the staff accountant to update. I would like to create a workspace for our team and have "Lists" represent each step in the process that an individual cost report review must step through before we're able to send a final letter to the healthcare provider and complete the review. Essentially the Kanban method of tracking workload.


Both individuals would need to be assigned to a single "task" or cost report review to show that each is responsible in a certain function for the cost report review project. Here's an example:


Incident- Cost Report Review ABC is received and assigned to a staff accountant to complete the initial review. Cost Report Review ABC would also be assigned to Francy Senior Accountant to do a check of Sally's work.


How I would like to set up the workflow- Create a "Task" for "Cost Report Review ABC" and assign to Sally Staff Accountant and Francy Senior Accountant. The task would be filed under a "List" titled "Initial Standard Testing". Sally would know that since Cost Report ABC was in the list for initial standard testing that it was her responsibility to start the initial review. Francy would be able to watch the progress of the review and get a notification once Sally finished her initial review and moved the "Task" for "Cost Report Review ABC" to the next list which would be titled "Ready for Final Review". At this point, Francy would know it was her turn to work on the file and complete her review.


This is oversimplified as we have around 15 steps that each review could step through during the process but it illustrates how a single task is often shared in our department.

+1

I would use this to assign multiple people to the same task, but differently than the others above have described. I want everyone to complete the same exact thing but not force myself to create the same task multiple times. For example, if I need everyone to fill out a certain form or log into a website. I want to send this task to everyone at once and individually track when they each accomplished this.

+1

I'll use a product listing workflow as an example. I use a tasklist template to generate new product listings, so let's say I want my team to list a new pourover coffee kettle. The tasklist template (which has 15 tasks and a collective 47 subtasks inside those tasks) automatically assigns users to their specific tasks (this is a great feature, thank you!).


  1. Now, some of those tasks, let's say the inventory portion, requires a Sales person holding the kettle in inventory and the Warehouse physically moves the kettle to the photo shoot space. These events shouldn't happen literally simultaneously, but they do need to happen at very close intervals. It would be great to have an "Item Inventory task" that was assigned to the Project Owner (whoever on our team created the tasklist template...so me in this case) with subtasks assigned to other team members.
  2. As the Project Owner, I would be ultimately responsible for making sure the task was completed, but the Sales and Warehouse team would have assigned subtasks within MY task, like "Place [thisSpecificKettle] on hold in inventory" and the Warehouse would have a subtask like, "Place [thisSpecificKettle] into the photo booth" (which we'd hook y'alls new dependencies into so the Warehouse wouldn't preemptively place the item into the photo booth...they'd only place it in the booth after Sales placed it on hold in our online inventory). I would only be able to resolve the whole task until both Sales completed their subtask and Warehouse completed their subtask.


Story wise, the inventory task flows like this:


My boss says, "hey go list this new kettle on our site". I generate a tasklist template in Redbooth and call it, "Prima Coffee's amazing new kettle listing". A task gets assigned to me to ensure our virtual and physical inventory gets updated precisely, in the correct order. Sales gets notified in Redbooth of their subtask of placing an inventory hold on this new kettle. Once Sales checks off their subtask, the Warehouse team gets notified that Redbooth has auto-assigned them with the task of finding the kettle and moving to it our photo studio area. Once I see that this has been completed, I can check my task off. That way we've streamlined a process that can, oddly enough, get very complex very fast (due to the fact that we'll have 10 to 20 of these tasks happening all around the same time).


On the flip side of the task, once the photography is done and a product video has been shot of the new kettle (with dependencies between the content writer, videographer, script writing, film shoot location, and product video star), I'll have Redbooth assign me the "Product complete - update inventory" task. Then it's the reverse of the first inventory task, where the Warehouse team gets assigned with physically bringing the kettle back to the warehouse, then checking off their task in Redbooth, and then Redbooth auto-assigning Sales with virtually removing the inventory hold on the item.


Right now we do all of this "manually" in Redbooth by making subtasks into tasks and trying to plan dates for things to happen. However, a slightly more nuanced, specific grouping of subtask assignment would streamline some of our processes. Otherwise, the warehouse could place something in the photo booth BEFORE Sales placed a hold on the product. A resulting problem can be (ahem...has been...) that we sell that item online that's now sitting in our photo booth (but according to our virtual inventory it's in the warehouse). Subtask assignment dependencies (as in, assigning 1 task to multiple people) would help prevent this error.


Let me know if I can clarify anything, and thank you for working on this!

+2

In our case, a task must be assigned to a team. That team then breaks it up if needed into subtasks. And those are usually treated by one person.

For us, similar to immediately above, it would be super handy to INVOLVE a set of people in a task. From there, anyone within this group may finally ASSIGN the task to one or more within that group. This way, INVOLVE would indicate a target team, but only when ASSIGN is set to one or more will the task be active.


I imagine INVOLVE generates a row of avatar circles (hover mouse for name), while pushing those avatars ASSIGNS task and indicates this with a clear red circle around avatar. For task completion, there could also be an option for stating who had taken part in a similar way.

Any update on this? it's the only thing holding us back from a full rollout of redbooth :)

Thank you all for the feedback! We are still in the planning stages, and will hope to provide another update soon!

Do you have an estimated time when this feature will be ready?

+1

Greetings! How long until this is rolled out?

+1

I agree - how long till this is implemented?

Thank you all for your feedback and patience!


Since our last update, we have been hard at work developing and coding this feature with our engineers. We will be conducting a closed beta for the next several weeks to help us improve and iron out any bugs. As the closed beta concludes, we will roll out the multiple assignment feature to all of our customers.


We're all excited here at Redbooth to make this great feature available to you all shortly!


Thank you again for all your patience!

so will it be within July or later?

I'm a brand new trial user and already see that this would be a must for us as a business to subscribe so fingers crossed it'll come soon as we like what we see so far

Trevor, thanks for the feedback. Glad to hear you like what you see.


The team is hard at work and it's looking very good. Stay tuned!

We would use this for where we are creating a task as a reminder for something that may come up (e.g. 'write references', or 'write supporting letters for students') and especially where this is a recurring request for multiple members of a team.

+1

So, multi-assignment made its way to Redbooth in the most nasty form it can be (same as in Trello). Very sad.


@Nick Lane,

1) you could just have mentioned these people via @ and ask them to pick the task.

2) There is "copy and assign" exactly for this. Especially good with recurring tasks, because each task will recur for each person separately (yes, this is good).


@Germaine.bierl, here's way less ambiguous process:

  1. Assign to Sally
  2. When Sally finishes her part, she re-assigns to Francy

If Francy wants to get updates, there is "watch" function. If report needs to be fixed, Francy can assign back to Sally.


What is wrong in your process (and not resolved with multi-assignment), is that Francy will not get notification when Sally moves the task. Because Redbooth does not count moving task as an notification-worth or log-worth event.


@Tom L, "copy and assign" for you


@Daniel Hurd, I'm in solidarity with you on first part, but how can multi-assignment help? As I understand, it will only confuse, because people won't be sure who is responsible.

> Subtask assignment dependencies (as in, assigning 1 task to multiple people) would help prevent this error.

actually you need synchronisation of two systems, and multi-assignment will not help.

What can help, let warehouse update item location despite it's on hold. If item was on hold, warning should immediately be dispatched for sales to let them know this fact.

Answer

Thank you all for your feedback!


Multiple Assignment is now live in Redbooth, and we look forward to hearing more feedback from you all!


You can find out more at this Help Center article here.


And our blog post about Mutliple Assignment here.

I like the added functionality of the multiple assignees. It would be helpful, when viewing my dashboard, if I could see who owns the task just by looking at the task and without clicking to open it. Currently I have to click on the task to know if it is mine or belongs to someone else. Can we go this one step farther? Thank you.

apparently yeah, in another 2-3 years (multi-assignment was first asked on UserVoice, before it's been closed)

Irwin, I really like what I see on the desktop app! Can you let us know when we will be able to view/make multiple assignments from the iOS app? Thanks!

Hi. I hope you continue monitoring the thread, because, I hope, I have some points there (posted below).

Excelente!!! Ya lo estamos disfrutando. Felicitaciones y gracias!!

and btw, because of Multiple Assignment, path to self-assign to a task is now ridiculously long (with switching between mouse and keyboard in between).

After reading your blog post https://redbooth.com/blog/multiple-assignment I'm sure current implementation of multi-assignment is broken.


I'll explain why:

  1. Use case #1: Fill out your timesheet, people!
    So ok, let's guess they do the filling. How can anyone (I or any of them) know when it's time to "resolve" task now? Shall someone re-check timesheet and count number of people marked their part? How do checker know if timesheet is finished or just started? Shall I ask each responsible person to comment task when they're done, and count replies?

    This all is absurd, because separate google sheet wlth list of assignees (and request for them to mark there when they're done) makes this magnitude easier! Or just separate tasks for each.

    This is not even counting amount of noise this meta-task will produce, and everyone will be notified by updates of everyone else.

  2. Use case #2: Creative projects with multiple stakeholders
    err, isn't what conversations for?

    > Ultimately, we’re talking about shared responsibility. That means everyone involved is directly accountable.

    wat? :facepalm: Everyone knows that shared responsibility means no responsibility. It's scientific, here's hint: https://en.wikipedia.org/wiki/Diffusion_of_responsibility

    Actually, it's even worse, it's metatask with undefined real tasks, goals, and executors. It's just a chat room. This is what Redbooth meant to fight with, because maillist-driven process is another "chat room".
  3. Use case #3: Projects with a leader AND key stakeholders
    okay, this is sensible thing, but with implicit, very subtle, and simultaneously important convention – first on list.

    And when task is opened (not just viewed in list), how does one know that first one on list is directly responsible? Who knows about it except ones read the blog?

    If someone accidentally (or to do harm) changes assignee order, how does anyone else knows? Noone gets any notification! Do everyone have to remember who is really responsible for each task? And if what they remember is not in consent with task state, what they have to do? And I guess, regardless of answer to previous question, most people won't do anything, they'll just remember that Redbooth isn't to be trusted, because there are Redbooth records on who is "directly responsible" and there is real world, where manager will say that someone messed assignee list, and real "directly responsible" is another man.


Well, after some thoughts, I agree there are ways to make it useful with multiple assignments:


  • make "resolution" separate for each assignee (for Use case #1). So if task assigned to 2 users, they both have to "resolve" it to make task completely resolved (and show each resolution near with list of assignees, so I or another manager can check, who "resolved" their part, and who still didn't)
  • (for Use case #3) allow subtasks be assigned to single user, and "compile" list of metatask assignees from subtasks (this is what Daniel Hurd asked about, but well, I guess it's too late for this :( )
  • (Use case #2) make conversations more available (on same screen with tasks, probably toggle-able)


In current form, it only produces confusion.

Thank you for your feedback and thoughtful comments!


As we have marked this request as Completed, we will be closing this thread to new comments.


If you have any additional feedback, please feel free to start a new topic in the forums.

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