Assigning tasks and responsibilities to groups and several people
All assignment fields such as “Assigned to”, “Risk owner”, “To be completed by” or the responsible person for requirements accept several people and responsibility groups. Every member of an assigned group receives the notification and sees the entry under “My tasks”. Observers and editors remain individual people.
Every field in which you previously assigned a single person now accepts several people and responsibility groups. A task no longer stalls when someone is on holiday, and every member of a group is notified as if they had been entered personally.
Prerequisites
- Your user group may create or edit the entry in question.
- For groups: your administrators have created at least one responsibility group under “Settings > Users and rights > Responsibility groups”.
Which fields accept groups and several people
- Tasks, resubmissions, messages and requests: “Assigned to”
- Deletion rules: “Assigned to” when creating, “Responsible person” when editing
- Risks: “Risk owner”, “Responsible person” for the treatment, and “Approved by”
- Data capture forms: “To be completed by” and “Notification on completion”
- Planned reports: “Notified user”
- Requirements and measures in the ISMS: the responsible person and “Reviewer”
- Business processes: “User” per role in the “Responsibilities” section
Observers and editors of a document remain individual people.
Assign a group and people
- Open the form, here a new task under “Collaboration > Tasks > New”.
- Click into the “Assigned to” field. The responsibility groups are listed at the top, labelled as a responsibility group and showing their members’ email addresses, with the individual users below. The search finds both.
- Choose one or more groups and people, for example the “Data protection team” group plus a colleague from the specialist department.
- Fill in the other fields and save as usual.
You assign a resubmission, a deletion rule or a risk to a group the same way. On the detail page the group appears by name, for example “Data protection team”.
What members see
- Every member receives the same notification and email as for a personal assignment, including the person who selected the group.
- Entries assigned to a group appear for every member under “My tasks” on the dashboard.
- In the ISMS, every member of an entered group counts as responsible, including for rights that apply only to responsible persons. Each member’s role, organisation and confidentiality class still apply.
- In filters you can select groups in addition to people. Filtering by a person shows only their personal entries, not those of their groups.
Practical tip
Assign recurring tasks, resubmissions and deletion rules to a group rather than a person. If someone is absent or changes department, your administrators only change the group’s members, and all assignments stay valid.