Assigning Tasks

Give tasks to field workers one at a time or many at once, and unassign, move or retime tasks in bulk.

Required permission:

• View task
• Assign task (assign and unassign)
• Move task (move to another hub)
• Edit task (edit time)

A task is in one of three statuses:

1. Unassigned: the task has not been given to anyone.
2. Ongoing: the task is assigned to someone but not done yet.
3. Done: the task has been finished.

A task can be assigned to several people. They all see the task and its details on the field app, but only one of them does it and marks it as done.

Assign one task

Pick the people right in the task’s Assignee cell.

1. Assignee: click the cell of an unassigned task (Assign to) or an ongoing one to open the picker.
2. Search people: type a name to find a person, across hubs.
3. User / Team: pick one or more people, or a whole team at once. A team shows how many members it has. The list shows a limited number of users; type to find the ones not listed.
4. Remove: click the x on a name in the cell to remove that person.

Removing the last person makes the task Unassigned again, after you confirm Unassign this task?.

The Assignee cell is locked when the task is Done (a finished task cannot be reassigned) or when it has expired (its end time has passed). To assign an expired task, update its end time first.

When the task is assigned, the assignee sees it in the field app and can start working on it.

A task can only be completed by its current assignee.

If a field worker does a task offline on the field app and is unassigned before their device syncs, the completion is rejected and the offline data for that task is not saved. Keep the task assigned until the device has synced.

Assign many tasks at once

Tick the tasks you want, then use the bar that appears above the list in place of the search.

1. Select every task on this page: tick all the tasks on the page at once.
2. Select this task: a ticked task is changed by the action you choose. An unticked task is not.
3. Selected: how many tasks are ticked.
4. Edit time: change the start and end time of the ticked tasks.
5. Assign: give the ticked tasks to one or more people.
6. Unassign: take the ticked tasks away from their assignees.
7. Move: move the ticked tasks to another hub.
8. Delete: delete the ticked tasks. See Deleting a Task.
9. Clear selection: untick every task.

A task that is Done is not changed by any of these actions: it cannot be retimed, assigned, unassigned, moved or deleted. A message says how many tasks were skipped and why.

Assign

Click Assign, pick the people in Assign task and click Assign tasks. Everyone picked is assigned to all the ticked tasks.

Expired tasks among the ticked ones are skipped, with a message asking you to update their end times.

Unassign

Click Unassign to take all the ticked tasks away from their assignees. Only assigned tasks can be unassigned: if a ticked task is already unassigned or done, the action is refused and a message says why.

Edit the time of many tasks

Click Edit time, pick the new start and end time in Edit task time and click Update time. The new window is set on every ticked task. The start time must be earlier than the end time.

Move tasks to another hub

Click Move, pick the hub in Move task and click Move. Only unassigned tasks can be moved: unassign a task first if it is assigned.

When the ticked tasks include a subflow, Move task confirmation lists the main tasks and their subtasks, because every task of a subflow moves together. Check the list and click Continue.