Assigning tasks to users adds responsibility to the user to manage the progress status of the task.
Campaigns don’t necessarily need to have assigned users for tasks in order for the task to be actioned. Smaller agencies may have a campaign admin who is responsible for marking the status of all tasks.
Larger agencies however usually utilise the power behind a workflow process and the team responsible for delivering the campaign. When a campaign has a workflow defined, this determines the list of tasks to be completed. Each workflow task has been pre-set with the default role of the user that should be assigned the task.
Note Tasks can only ever have one person/role assigned. If a Tasks is defined as a two-person function it’s best to split the task into the two tasks for each role/person to ensure there is no ambiguity between who is responsible for actioning the task.
Tasks can be assigned to users Manually or Automatically.
- Manual assignment can be performed directly within the specific campaign or project, from the Advvy Activities entity list or from the Advvy Team Work area.
- Auto assignment needs preparation beforehand – users need to have specific Workflow ROLES added to their user profile – once this is done, within a campaign or project, the auto-assign function can be used to allocate users from the campaign team to the tasks.
Workflow Roles – User Profile (mandatory for Auto-assign):
- Check Workflow Roles: Do your team members have the correct workflow roles set in their profile? This workflow role is used for auto-allocation of workflow tasks. If a user doesn’t have a workflow role in their profile, they can still be assigned tasks manually (as long as they have access to the client record)
- Check Client access: Do your team members have the client listed in their user profile? If the user does not have access to see a particular client, then they will never be able to be assigned a task for that particular client campaign.
Task allocation/assignment to team members can be done manually or automatically in Advvy.
Manual Allocation Steps
Assign tasks via the Workflow Activities Tab in a Campaign
- Navigate to a Campaign and select the Workflow Activities tab. Workflow Stages and tasks are displayed.
- Assign a task with one of the following methods:
- Add a user one-by-one by clicking the + USER button against the task and selecting the person from the list.
- Add multiple tasks to one user – Select multiple tasks (click on the circle) and then select the Edit Icon and select the user.
- Double click a single task to display the Task details. Select a user for the ‘Assigned User’ field.
- Add a user one-by-one by clicking the + USER button against the task and selecting the person from the list.
Automatic Allocate Workflow Steps
Allocate Workflow ribbon function in a Campaign
The simplest way to auto-allocate tasks is via the Auto Assign function within the Workflow options Button.
It’s important to keep in mind that there is additional workflow functionality based on more than workflow roles, such as media specialties assigned to users, and media specialties assigned to tasks/subtasks in a workflow. For now, let’s just look at assigning tasks based on user workflow roles.
Lets, take a look at how to manage the tasks that you have been assigned.
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