Task Users/Selecting Users to perform a task

Description of functions

Task Users is a view available to users of the system when creating/editing a task. Within this view, it is possible to specify the recipient(s) of the task to perform the task as a single User, Users or User Groups. Within this view it is possible to import Users who are to perform the task or to exclude a single User or Group from the task.

How to use the function

Assigned

In this section, we define which users or user groups will see this task on their task list in the mobile application. To add a user to the task, use the search engine in the left window to find the user or group and press the green approval button to move the user to the right side to the Assigned section.

Excluded

It is also possible to determine which mobile Users or Groups of mobile Users are to be excluded from this task. This section has a higher priority than the selected Users. For example, if you select the TakeTask Group in selected Users but do not want the User 'Jan Kowalski' who belongs to this group to perform the task, we can find the User 'Jan Kowalski' and exclude only him from this task. The same can be done with Groups, if we choose the Group named 'TakeTask' and within the exclusions we indicate the 'Traders' group, the Users who will see the task are those who belong to the 'TakeTask' group, but do not belong to the 'Traders' group.

Exception: When Users are selected in the section, the task will be visible to the User and the Group to which they belong in the Exclusion section. In such a scenario, the selected User (not as a group, but a specific username) takes priority over the Group exclusions.

To exclude a User or a User Group, search for them in the window on the left-hand side and then click on the icon of the circle with a diagonal line through it. The User will then appear on the right-hand side of the 'Excluded' tab.

Active

In this tab you can check which Users have been assigned to the task (active Users minus excluded Users). If you add the 'TakeTask' Group to the task, to which five Users are assigned (user1, user2, user3, user4 and user5) and then exclude 'user3' and 'user5' from the task, the Active and Excluded tab will show 'user1', 'user2' and 'user4'. This tab allows to check if all unwanted Users have been excluded from the task.

Saving changes in the Users tab of the task

Since version 2.64 the user has a possibility to save changes in the "Task users" view and exit the tab after editing it without saving the changes. The changes can be saved by clicking on the Save button, which is located on the left side of the tab.

After making some changes in the "Task users" tab, you need to save the changes. After clicking Save, the changes are saved and the user remains in the same view. If the user does not click Save after making changes, but tries to move to another tab or leave the task, the message "You have unsaved data. Do you want to save the data before moving to another tab?"

The user has three options to choose from:

Abandon changes - the user is redirected to the previously selected view with no changes saved.
Cancel - the user remains in the "Task users" view with the changes made but without saving those changes.
Save changes - the changed items are saved and the user is redirected to the view they clicked on.

Attention! Assigning the user to the task, not clicking the Save button and closing the browser window and opening it again does not save the changes. The user sees the bookmark in its original form - without the last changes.

Importing Users into the task

If you need to add more Users it is possible to import a file with Users. Thanks to this option, you can add, for example, 200 users in a faster and easier way with a file, instead of adding them each individually.

To do this, select the Import button and then download the file template (link at the end of this article).

The completed file is saved as a UTF-8 CSV file.

Next choose 'Add File', choose the correct file and import Users.

Users can only be imported to the Active Users and Groups section. It is not possible to import Groups or to import excluded Users and/or Groups.

User import file template